board of commissioners meetinghomeforward.org/sites/default/files/board-packet-january-2014.pdf ·...

The first families have started to move into apartments at Stephens Creek Crossing.

Board of Commissioners Meeting

Location:Location:Location:Location:

City Hall– City of Gresham

1333 NW Eastman Parkway

Oregon and Springwater Conference Rooms

Date & TimDate & TimDate & TimDate & Time:e:e:e:

January 21, 2014

6:15 PM

PUBLIC NOTICE:

Home Forward BOARD OF COMMISSIONERS

will meet on Tuesday, January 21, 2014

At 6:15 pm At Gresham City Hall

1333 NW Eastman Parkway, Gresham In the Oregon and Springwater Conference Rooms

MEMORANDUM

To: Community Partners

From: Steve Rudman, Executive Director

Date: January 15, 2014

Subject: Home Forward Board of Commissioners January Meeting

The Board of Commissioners of Home Forward will meet on Tuesday, January 21, 2014 in

Gresham at Gresham City Hall, 1333 NW Eastman Parkway in the Oregon and

Springwater Conference Rooms, at 6:15 P.M. The commission meeting is open to the

public.

The meeting site is accessible, and persons with disabilities may call 503-802-8423 or

503-802-8554 (TTY) for accommodations (e.g. assisted listening devices, sign language,

and/or oral interpreter) by 12:00 pm (noon), Friday, January 17, 2014.

AGENDA

BOARD OF COMMISSIONERS MEETING

CITY HALLCITY HALLCITY HALLCITY HALL–––– CITY OF GRESHAMCITY OF GRESHAMCITY OF GRESHAMCITY OF GRESHAM

1333 NW EASTMAN PARK1333 NW EASTMAN PARK1333 NW EASTMAN PARK1333 NW EASTMAN PARKWAYWAYWAYWAY

OREGON & SPRINGWATEROREGON & SPRINGWATEROREGON & SPRINGWATEROREGON & SPRINGWATER CONFERENCE ROOMSCONFERENCE ROOMSCONFERENCE ROOMSCONFERENCE ROOMS

January 21, 2014January 21, 2014January 21, 2014January 21, 2014 6:15 PM6:15 PM6:15 PM6:15 PM

INTRODUCTION AND WELINTRODUCTION AND WELINTRODUCTION AND WELINTRODUCTION AND WELCOMECOMECOMECOME

PUBLIC COMMENTPUBLIC COMMENTPUBLIC COMMENTPUBLIC COMMENT

General comments not pertaining to specific resolutions. Any public comment regarding a

specific resolution will be heard when the resolution is considered.

BOARD OF COMMISSIONEBOARD OF COMMISSIONEBOARD OF COMMISSIONEBOARD OF COMMISSIONERSRSRSRS

TopicTopicTopicTopic PresenterPresenterPresenterPresenter

Installation of New Officers of the Board of Installation of New Officers of the Board of Installation of New Officers of the Board of Installation of New Officers of the Board of

CommissionersCommissionersCommissionersCommissioners

Chair David Widmark

Chair Emeritus Harriet Cormack

Acknowledgements from City of GreshamAcknowledgements from City of GreshamAcknowledgements from City of GreshamAcknowledgements from City of Gresham

Lori Stegmann, City Councilor

MISSION MOMENTMISSION MOMENTMISSION MOMENTMISSION MOMENT

TopicTopicTopicTopic PresenterPresenterPresenterPresenter

Alder Elementary FamilyAlder Elementary FamilyAlder Elementary FamilyAlder Elementary Family

Betty Dominguez

CONSENT CALENDAR CONSENT CALENDAR CONSENT CALENDAR CONSENT CALENDAR

Following Resolutions:

14141414----00001111 TopicTopicTopicTopic Presenter/POCPresenter/POCPresenter/POCPresenter/POC Phone #Phone #Phone #Phone #

01010101 Authorize to Enter into a Property Authorize to Enter into a Property Authorize to Enter into a Property Authorize to Enter into a Property

Management Services Agreement Management Services Agreement Management Services Agreement Management Services Agreement

with Quantum Residential, Inc. for with Quantum Residential, Inc. for with Quantum Residential, Inc. for with Quantum Residential, Inc. for

Fairview Oaks, Rockwood Station Fairview Oaks, Rockwood Station Fairview Oaks, Rockwood Station Fairview Oaks, Rockwood Station

and Rockwood Landingand Rockwood Landingand Rockwood Landingand Rockwood Landing

Molly Rogers

503.802.8437

02020202 Authorize Authorize Authorize Authorize to Proceed with an to Proceed with an to Proceed with an to Proceed with an

MPower Project to Finance EnergyMPower Project to Finance EnergyMPower Project to Finance EnergyMPower Project to Finance Energy----

EfficienEfficienEfficienEfficient Replacements at the Helen t Replacements at the Helen t Replacements at the Helen t Replacements at the Helen

Swindells BuildingSwindells BuildingSwindells BuildingSwindells Building

Molly Rogers

Donna Kelley

503.802.8437

503.802.8485

MEETING MINUTES MEETING MINUTES MEETING MINUTES MEETING MINUTES

TopicTopicTopicTopic

Minutes of December 17, 2013 Board of Commissioners Meeting

REPORTS / RESOLUTIONREPORTS / RESOLUTIONREPORTS / RESOLUTIONREPORTS / RESOLUTIONSSSS

Following Reports and Resolutions:

14141414----00001111 TopTopTopTopicicicic Presenter/POCPresenter/POCPresenter/POCPresenter/POC Phone #Phone #Phone #Phone #

REPORTREPORTREPORTREPORT Executive Director’s ReportExecutive Director’s ReportExecutive Director’s ReportExecutive Director’s Report

Steve Rudman 503.802.8423

REPORTREPORTREPORTREPORT City of Gresham GuestsCity of Gresham GuestsCity of Gresham GuestsCity of Gresham Guests Josh Furher, Urban

Renewal Director

Officer Jim Leake

REPORTREPORTREPORTREPORT

East CountyEast CountyEast CountyEast County UpdateUpdateUpdateUpdate Betty Dominguez 503.802.8506

00003333 Authorize Authorize Authorize Authorize Changes to the Section 8 Changes to the Section 8 Changes to the Section 8 Changes to the Section 8

AdministraAdministraAdministraAdministrative Plan tive Plan tive Plan tive Plan

Jill Smith 503.802.8565

ADJOURNADJOURNADJOURNADJOURN

EXECUTIVE SESSIONEXECUTIVE SESSIONEXECUTIVE SESSIONEXECUTIVE SESSION

The Board of Commissioners of Home Forward will meet in Executive Session pursuant to

ORS 192.660(2)(i), which relates to the review and evaluation of the employment-related

performance of the chief executive officer. Only members of the news media and designated

staff are allowed to attend. News media and all other attendees are specifically directed not

to disclose information that is the subject of the session. No final decision will be made in the

session.

THE NEXT MEETING OF THE NEXT MEETING OF THE NEXT MEETING OF THE NEXT MEETING OF THE BOARD OF COMMISSTHE BOARD OF COMMISSTHE BOARD OF COMMISSTHE BOARD OF COMMISSIONERSIONERSIONERSIONERS

The next Board of Commissioners meeting will be Tuesday, February 18, 2014 at 6:15 PM.

This meeting will take place at Stephens Creek Crossing, 6715 SW 26th Avenue, Portland, in

the Opportunity Center.

CONSENT CALENDAR

MEMORANDUMMEMORANDUMMEMORANDUMMEMORANDUM

To: Board of Commissioners

From: Molly Rogers, Director of Asset Management


Subject: Authorization to Enter into a Property Management Services Agreement with Quantum Residential, Inc. for Fairview Oaks, Rockwood Station and Rockwood Landing

Resolution 14-01-01

The Board of Commissioners is requested to authorize execution of three Property

Management Service Agreements between Home Forward and Quantum Residential, Inc.

for property management services relating to the following three properties:

Fairview Oaks Fairview Oaks Fairview Oaks Fairview Oaks Rockwood Station Rockwood Station Rockwood Station Rockwood Station Rockwood Landing Rockwood Landing Rockwood Landing Rockwood Landing

328 Units 195 Units 36 Units

22701 NE Halsey Street 19100 E. Burnside Street 19045 SE Yamhill

Fairview, OR 97024 Portland, OR 97233

(Gresham City Limits)

Portland, OR 97233

(Gresham City Limits)

ISSUE

In October of 2013, the Home Forward Asset Management Team decided to make a

change in property management services for the above three properties. In November of

2013, Home Forward solicited two different proposals, one to manage Fairview Oaks, and

the other to manage Rockwood Station and Rockwood Landing.

Proposals were received from seven property management service firms for Rockwood

Station and Landing and eight for Fairview Oaks. A selection committee reviewed the

proposals and scored them based upon: (1) Personnel costs and fees (40%); (2) Capacity

2

to manage properties of this complexity (25%); (3) Experience and capacity of the firm

(20%); and (4) Furtherance of Home Forward’s mission (15%).

The selection committee selected the following four firms for interviews: (1) Home Forward;

(2) Affinity Property Management; (3) Quantum Residential, Inc. and (4) Cascade

Management, Inc.

After the interview process, the selection committee recommended Quantum Residential,

Inc. to manage all three of the properties. In Home Forward’s property management

agreement template, the management fee is defined as a percentage of Gross Revenues.

Using FY 13/14 budgeted Gross Revenue, the total management fees for all three

properties to Quantum under these property management agreements are anticipated to

be approximately $145,600 per year.

3

RESOLUTION RESOLUTION RESOLUTION RESOLUTION 14141414----01010101----01010101

RESOLUTIONRESOLUTIONRESOLUTIONRESOLUTION 14141414----01010101----01010101 AUTHORIZESAUTHORIZESAUTHORIZESAUTHORIZES EXECUTION EXECUTION EXECUTION EXECUTION OF PROPERTY MANAGEMENT OF PROPERTY MANAGEMENT OF PROPERTY MANAGEMENT OF PROPERTY MANAGEMENT

SERVICSERVICSERVICSERVICES CONTRACTES CONTRACTES CONTRACTES CONTRACTSSSS WITH QUANTUM RESIDENTIAL, INC. TO PERFORM WITH QUANTUM RESIDENTIAL, INC. TO PERFORM WITH QUANTUM RESIDENTIAL, INC. TO PERFORM WITH QUANTUM RESIDENTIAL, INC. TO PERFORM

PROPERTY MANAGEMENT SERVICES AT FAIRVIEW OAKS, ROCKWOPROPERTY MANAGEMENT SERVICES AT FAIRVIEW OAKS, ROCKWOPROPERTY MANAGEMENT SERVICES AT FAIRVIEW OAKS, ROCKWOPROPERTY MANAGEMENT SERVICES AT FAIRVIEW OAKS, ROCKWOOD STATION OD STATION OD STATION OD STATION

AND ROCKWOOD LANDINGAND ROCKWOOD LANDINGAND ROCKWOOD LANDINGAND ROCKWOOD LANDING

WHEREASWHEREASWHEREASWHEREAS, Home Forward solicited, received, and opened proposals for property

management services at Fairview Oaks, Rockwood Station and Rockwood Landing in

compliance with its Public Contracting Rules; and

WHEREASWHEREASWHEREASWHEREAS, a Home Forward-designated panel reviewed proposals to determine the most

qualified and advantageous proposer; and

WHEREASWHEREASWHEREASWHEREAS, the anticipated cost for these services is within budgeted resources for this

work; and

WHEREASWHEREASWHEREASWHEREAS, in accordance with Home Forward’s Public Contracting Rules, a contract

shall be awarded to the qualified proposer determined to be most advantageous; and

WHEREASWHEREASWHEREASWHEREAS, approval by the Board of Commissioners of Home Forward is required prior to

the execution of contracts exceeding $100,000;

NOW, THEREFORE, BE IT RESOLVEDNOW, THEREFORE, BE IT RESOLVEDNOW, THEREFORE, BE IT RESOLVEDNOW, THEREFORE, BE IT RESOLVED, that the Board of Commissioners of Home

Forward authorizes the Executive Director to execute three contracts with Quantum

Residential Inc. to perform property management services at Fairview Oaks, Rockwood

Station and Rockwood Landing.

4

ADOPTED: ADOPTED: ADOPTED: ADOPTED: JANUARY JANUARY JANUARY JANUARY 21212121, 2014, 2014, 2014, 2014

Attest:Attest:Attest:Attest: Home Forward:Home Forward:Home Forward:Home Forward:

Steven D. Rudman, Secretary David M. Widmark, Chair

MEMORANDUM


From: Molly Rogers, Director of Asset Management

Donna Kelley, Asset Manager


Subject: Authorization to Proceed with an MPower Project to Finance Energy-Efficient Replacements at the Helen Swindells Building

Resolution 14-01-02

The Board of Commissioners is requested to authorize the following actions necessary to participate in an MPower project at the Helen Swindells building.

• Authorize the completion of $120,804 in energy efficiency improvements as part of the MPower project and an additional $49,225 in associated roof replacement at the Helen Swindells; these amounts include all associated soft costs.

• The execution of the documents and agreements needed to participate in the MPower program and receive a $30,201 grant from MPower.

• The execution of the documents and agreements needed to obtain $90,603 in unsecured financing to cover the remaining costs of the MPower project.

This activity aligns with Strategic Operations Plan Goal 2: We will increase the number of housing units for our community through preservation, development and acquisition. It specifically addresses Priority Initiative 1: Evaluate and reposition existing projects, with an emphasis on preserving the public housing high rises.

ISSUE

This project is the first of several that Home Forward has in contemplation with MPower

Oregon (MPower). MPower is a subsidiary of Network for Oregon Affordable Housing, and

was established to provide building owners with the financing to make energy and water

savings improvements and ongoing services to help ensure that utility savings are

maintained. MPower pays the entire up-front cost of efficiency upgrades which, in turn,

reduce utility bills through grant and loan financing. Twenty-five percent of the cost is in

the form of a grant; the remaining seventy-five percent is financed with a 10-year

2

unsecured loan at 6 percent interest rate. Under the model, there are sufficient savings

from the energy efficiency improvements to pay the annual debt service.

The Helen Swindells was built in 1913 and contains 105 units and three commercial

spaces. It was originally acquired by Home Forward in 1992 and redeveloped in 1993

using Low-Income Housing Tax Credits, a conventional loan (which has been paid off),

and funding from the Portland Housing Bureau. Home Forward acquired the property

from the tax credit partnership at the end of the fifteen-year compliance period in early

2009. No major renovation work has been done at the Swindells since the initial

rehabilitation in 2003. Many of the components that were repaired or replaced at that time

are now reaching the end of their useful life. Based on the capital needs assessment

completed in 2013, the bulk of the scope of the proposed MPower project will allow for

replacement of failing HVAC equipment and adding insulation around the windows and

under the new roof. The scope also includes minor lighting, plumbing and mechanical

upgrades. The new roof is not eligible for MPower financing as it does not produce energy

savings; the existing roof is at the end of its useful life. We plan to use replacement

reserves to cover that cost; the current balance in the account is approximately $187,000.

Based on the capital needs assessment completed in 2013, the property should not need

a full-scale renovation in the next 10 years.

FINANCIAL IMPACT AND RISK

As part of this project, the project will assume $90,203 in unsecured debt with annual debt

service payments of $12,071 over the next 10 years. The property currently has no must-

pay debt. The energy savings from the measures being instituted are anticipated to be

$14,211 in the first year and trending upwards based on projected rate increases to

$21,074 in the last year that payments will be due. Even if no savings are achieved, the

project has sufficient cash flow to pay the annual debt service on the financing. The bulk

of the work will need to be done within the next year or so as these components are

failing. Without this financing, we would need to deplete our replacement reserves to pay

for the work.

3


RESOLUTION RESOLUTION RESOLUTION RESOLUTION 14141414----01010101----02020202 AUTHORIZESAUTHORIZESAUTHORIZESAUTHORIZES THE THE THE THE COMPLETION OF ENERGY EFFICIENCY COMPLETION OF ENERGY EFFICIENCY COMPLETION OF ENERGY EFFICIENCY COMPLETION OF ENERGY EFFICIENCY

AND OTHER IMPROVEMENTS AT THE HELEN SWINDELLS BUILDING AND THE AND OTHER IMPROVEMENTS AT THE HELEN SWINDELLS BUILDING AND THE AND OTHER IMPROVEMENTS AT THE HELEN SWINDELLS BUILDING AND THE AND OTHER IMPROVEMENTS AT THE HELEN SWINDELLS BUILDING AND THE

EXECUTION OF EXECUTION OF EXECUTION OF EXECUTION OF THE NECESSARY LOAN AND GRANT DOCUMENT TO THE NECESSARY LOAN AND GRANT DOCUMENT TO THE NECESSARY LOAN AND GRANT DOCUMENT TO THE NECESSARY LOAN AND GRANT DOCUMENT TO

PARTICIPATE IN THE MPOWER PROGRAMPARTICIPATE IN THE MPOWER PROGRAMPARTICIPATE IN THE MPOWER PROGRAMPARTICIPATE IN THE MPOWER PROGRAM

WHEREASWHEREASWHEREASWHEREAS, Home Forward seeks to encourage the provision of long-term housing for low-income persons residing in the City of Portland, Oregon (the “City”);

WHEREASWHEREASWHEREASWHEREAS, ORS 456.120(18) authorizes Home Forward to finance, plan, undertake,

construct, acquire and operate housing projects;

WHEREASWHEREASWHEREASWHEREAS, ORS 456.065 defines “housing project” to include, among other things, “any

work or undertaking . . . to provide decent, safe and sanitary urban or rural housing for

persons or families of lower income”;

WHEREASWHEREASWHEREASWHEREAS, Home Forward desires to complete specified energy-efficiency and related

improvements at the Helen Swindells;

WHEREAS,WHEREAS,WHEREAS,WHEREAS, Home Forward desires to participate in the MPower program to receive

financial incentives and favorable financing to pay for these improvements; and

WHEREASWHEREASWHEREASWHEREAS, ORS 456.135 authorizes Home Forward to delegate to one or more of its

agents and employees such powers as it deems proper;

NOW, THEREFORE, BE IT RESOLVEDNOW, THEREFORE, BE IT RESOLVEDNOW, THEREFORE, BE IT RESOLVEDNOW, THEREFORE, BE IT RESOLVED,

1. General Approval Scope of Work. Home Forward hereby approves the undertaking

of the scope of work proposed for the Helen Swindells, including window insulation,

replacement of heating, ventilation and cooling equipment, roof replacement,

additional roof insulation, and other minor plumbing, lighting, and mechanical

improvements.

4

2. Approval of MPower Documents. The documents as may be reasonably required

to participate in the MPower program and receive the financial incentives, including

the project financing. The Chair of the Board, Home Forward’s Executive Director

and their respective designees (each, an “Authorized Officer” and, together, the

“Authorized Officers”), and each of them acting alone, are authorized and directed

to execute and deliver, on behalf of Home Forward, the MPower Documents;

provided however, any Authorized Officer may approve on Home Forward’s behalf

any further changes to the such documents including material changes, and such

Authorized Officer’s signature on the final Partnership Documents shall be

construed as Home Forward’s approval of such changes.

3. Ancillary Documents. The Authorized Officers (and each of them acting alone) are

authorized on behalf of Home Forward to execute, deliver and/or file (or cause to be

delivered and/or filed) any affidavits, certificates, letters, government forms,

documents, agreements and instruments that any such Authorized Officer

determines to be necessary or desirable: (i) to give effect to this resolution and/or

(ii) to consummate the transactions contemplated herein.

4. Expenditures. Home Forward is authorized to expend such funds (and to cause

the Partnership to expend such funds from the operating reserve or any available

reserves) as are necessary to pay for all filing fees, application fees, registration fees

and other costs relating to the actions authorized by this resolution.

5. Acting Officers Authorized. Any action required by this resolution to be taken by the

Chair of the Board or Executive Director of Home Forward may, in the absence of

such person, be taken by the duly authorized acting Chair of the Board or acting

Executive Director of Home Forward, respectively.

6. Effective Date. This resolution shall be in full force and effect from and after its

adoption and approval.

ADOPTEDADOPTEDADOPTEDADOPTED: : : : JANUARY 21, 2014JANUARY 21, 2014JANUARY 21, 2014JANUARY 21, 2014


________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________


MINUTES

1

BOARD OF COMMISSIONERS MEETINGBOARD OF COMMISSIONERS MEETINGBOARD OF COMMISSIONERS MEETINGBOARD OF COMMISSIONERS MEETING

HOME FORWARDHOME FORWARDHOME FORWARDHOME FORWARD

1605 NE 451605 NE 451605 NE 451605 NE 45thththth Avenue, PORTLAND, OR 97213Avenue, PORTLAND, OR 97213Avenue, PORTLAND, OR 97213Avenue, PORTLAND, OR 97213

December 17, 2013December 17, 2013December 17, 2013December 17, 2013

COMMISSIONERS PRESENTCOMMISSIONERS PRESENTCOMMISSIONERS PRESENTCOMMISSIONERS PRESENT

Chair Harriet Cormack, Vice Chair David Widmark, Treasurer Jim Smith, Chair Emeritus

Lee Moore, Commissioners Benita Legarza, Brian Lessler, Katie Such

STAFF PRESENTSTAFF PRESENTSTAFF PRESENTSTAFF PRESENT

Steve Rudman, Mike Andrews, April Berg, Peter Beyer, Michael Buonocore, Robert Dell,

Rachel Devlin, Betty Dominguez, Andrew Goodwin, Pamela Kambur, Jan Kasameyer, Ben

Loftis, Shelley Marchesi, Rodger Moore, Molly Rogers, Jill Smith, Melissa Sonsalla, Celia

Strauss

COUNSEL PRESENTCOUNSEL PRESENTCOUNSEL PRESENTCOUNSEL PRESENT

Steve Abel

Chair Harriet Cormack convened the meeting at 6:15 PM.

PUBLIC COMMENTPUBLIC COMMENTPUBLIC COMMENTPUBLIC COMMENT

No one requested to deliver public comment.

MISSION MOMENTMISSION MOMENTMISSION MOMENTMISSION MOMENT

Lean on Me at Hollywood EastLean on Me at Hollywood EastLean on Me at Hollywood EastLean on Me at Hollywood East

Andrew Goodwin introduced the program—an effort by the property management and

resident services staff at Home Forward's Hollywood East property to prevent social

isolation. After realizing that the residents themselves were an amazing resource, staff

conducted focus groups, social marketing, and a pilot project. With the resulting program,

residents volunteered to run social groups, run exercise groups, help others get to

appointments, initiate crisis calls, and provide companionship.

2

Residents Mel Trotter, Colleen O’Connor, Jul Karp, and Vicky Rogan relayed that the

program had helped with neighborhood engagement, community cohesion, household

tasks, providing volunteers and other residents with purpose and social opportunities, and

averting crisis calls to social services by watching for residents that were having trouble.

The residents expressed appreciation for Goodwin's efforts. Chair Harriet Cormack said

that it was impressive that staff could start the ball rolling on such a beneficial program.

Attendees applauded.

CONSENT CALENDARCONSENT CALENDARCONSENT CALENDARCONSENT CALENDAR

RESOLUTION 13RESOLUTION 13RESOLUTION 13RESOLUTION 13----12121212----01010101

Authorize Appointment of Directors to the Evergreen Housing Inc. Board of DirectorsAuthorize Appointment of Directors to the Evergreen Housing Inc. Board of DirectorsAuthorize Appointment of Directors to the Evergreen Housing Inc. Board of DirectorsAuthorize Appointment of Directors to the Evergreen Housing Inc. Board of Directors


Authorize an Amendment to an Existing Professional Services Agreement with Joy Authorize an Amendment to an Existing Professional Services Agreement with Joy Authorize an Amendment to an Existing Professional Services Agreement with Joy Authorize an Amendment to an Existing Professional Services Agreement with Joy

Degruy Publications for Youth Degruy Publications for Youth Degruy Publications for Youth Degruy Publications for Youth Case Management ServicesCase Management ServicesCase Management ServicesCase Management Services


Authorize Modification to Admissions and Continued Occupancy Policy (ACOP) for Authorize Modification to Admissions and Continued Occupancy Policy (ACOP) for Authorize Modification to Admissions and Continued Occupancy Policy (ACOP) for Authorize Modification to Admissions and Continued Occupancy Policy (ACOP) for

the Public Housing Programthe Public Housing Programthe Public Housing Programthe Public Housing Program


Authorization to Acquire the Limited Partner’s Interest in Kafoury Commons Limited Authorization to Acquire the Limited Partner’s Interest in Kafoury Commons Limited Authorization to Acquire the Limited Partner’s Interest in Kafoury Commons Limited Authorization to Acquire the Limited Partner’s Interest in Kafoury Commons Limited

Partnership and Transfer the PropertyPartnership and Transfer the PropertyPartnership and Transfer the PropertyPartnership and Transfer the Property


Authorization to Acquire the Limited Partner’s Interest in Hamilton West Limited Authorization to Acquire the Limited Partner’s Interest in Hamilton West Limited Authorization to Acquire the Limited Partner’s Interest in Hamilton West Limited Authorization to Acquire the Limited Partner’s Interest in Hamilton West Limited

Partnership and Transfer the PropertyPartnership and Transfer the PropertyPartnership and Transfer the PropertyPartnership and Transfer the Property

Chair Harriet Cormack reviewed the items on the Board's Consent Calendar.

Commissioner Katie Such moved to adopt the Consent Calendar; Commissioner Brian

Lessler seconded.

The vote was as follows:The vote was as follows:The vote was as follows:The vote was as follows:

Chair Harriet Cormack Chair Harriet Cormack Chair Harriet Cormack Chair Harriet Cormack –––– AyeAyeAyeAye

Vice Chair David Widmark Vice Chair David Widmark Vice Chair David Widmark Vice Chair David Widmark –––– Aye Aye Aye Aye

Treasurer Jim Smith Treasurer Jim Smith Treasurer Jim Smith Treasurer Jim Smith –––– Aye Aye Aye Aye

Chair Emeritus Lee Moore Chair Emeritus Lee Moore Chair Emeritus Lee Moore Chair Emeritus Lee Moore –––– AyeAyeAyeAye

CommissionCommissionCommissionCommissioner Benita Legarza er Benita Legarza er Benita Legarza er Benita Legarza –––– AyeAyeAyeAye

Commissioner Brian Lessler Commissioner Brian Lessler Commissioner Brian Lessler Commissioner Brian Lessler –––– AyeAyeAyeAye

3

Commissioner Katie Such Commissioner Katie Such Commissioner Katie Such Commissioner Katie Such –––– AyeAyeAyeAye

MEETING MINUTESMEETING MINUTESMEETING MINUTESMEETING MINUTES

Minutes of November 19, 2013, Minutes of November 19, 2013, Minutes of November 19, 2013, Minutes of November 19, 2013, Board of Commissioners MeetingBoard of Commissioners MeetingBoard of Commissioners MeetingBoard of Commissioners Meeting

Vice Chair David Widmark moved to adopt the minutes as presented in the Board's

materials. Commissioner Katie Such seconded the motion.






Commissioner Benita Legarza Commissioner Benita Legarza Commissioner Benita Legarza Commissioner Benita Legarza –––– AyeAyeAyeAye

Commissioner Brian LessCommissioner Brian LessCommissioner Brian LessCommissioner Brian Lessler ler ler ler –––– AyeAyeAyeAye



Executive Director’s ReportExecutive Director’s ReportExecutive Director’s ReportExecutive Director’s Report

Steve Rudman noted that much of the meeting would cover topics related to public

housing preservation. He spoke about Home Forward's annual awards banquet that had

been held the prior Friday. He appreciated that Board members were able to attend and

highlighted the employees recognized individually, Raphael Jackson and Pamela Kambur.

Rudman pointed out that state legislation would be implemented in the coming year to

prevent discrimination against Section 8 voucher holders. He said that Jill Smith had been

conducting outreach to landlords regarding the new law and had been working with the

State to generate the new regulations. Rudman also noted that efforts by the State of

Oregon to align its systems would be important for Home Forward. He had been elected

president of Oregon Housing Authorities and would be meeting with the Speaker of the

Oregon State House of Representatives, Tina Kotek. Rudman reviewed the recent staffing

moves that had consolidated the Rent Assistance Department at New Market West and

moved the Property Management Department to Hollywood East. He also noted that the

Beech Street Apartments, currently under construction, had been topped-off that month.

Looking ahead, Rudman said that residents would be moving in to Stephens Creek

Crossing in early January. The January Board meeting would be held in Gresham and

would install new officers. In response to Chair Harriet Cormack, it was conveyed that the

work at New Market West would also be complete in January. Lastly, Rudman noted that

4

the U.S. Congress was making progress on an appropriations bill, leading to a more stable

budget outlook than Home Forward had the previous year.


AuAuAuAuthorize FY2015 Moving to Work Planthorize FY2015 Moving to Work Planthorize FY2015 Moving to Work Planthorize FY2015 Moving to Work Plan

Melissa Sonsalla presented the plan to the Board. She reviewed how the plan had been

composed over the past six months, that it had gone through the required notice and

comment steps, that no comments were made that required major revisions to the plan,

and that the Board had reviewed the content of the plan previously.

Treasurer Jim Smith moved to adopt the plan. Vice Chair David Widmark seconded the

motion.



VicVicVicVice Chair David Widmark e Chair David Widmark e Chair David Widmark e Chair David Widmark –––– Aye Aye Aye Aye







85 Stories Preservation Project Update85 Stories Preservation Project Update85 Stories Preservation Project Update85 Stories Preservation Project Update

Mike Andrews, Peter Beyer, and Molly Rogers presented the report to the Board. Andrews

reviewed how the need to revitalize Home Forward's three HOPE VI projects was clear.

The need to rehabilitate Home Forward's high-rise properties was not as evident, so it was

decided to focus on the stories of the residents to convey the importance of the 85 Stories

project. A nine-minute video produced to convey resident stories was shown.

Andrews reviewed the project's goals: to continue to own the buildings, to continue to

serve the same residents, and to invest in and improve the condition of the properties.

Rogers reviewed the project's milestones to date. Subsidy had been converted in four

properties, making use of the 654 new vouchers Home Forward received from the U.S.

Department of Housing and Urban Development (HUD). Staff worked to make the

transition as seamless as possible for residents. The four converted properties also

required an ownership transfer to Home Forward Development Enterprises (HFDE) via a

5

ground lease. In addition to the ground lease between Home Forward and HFDE, the

entities needed a Housing Assistance Payment contract and a contract for property

management services. Chair Harriet Cormack commented on having the same person

sign for both sides of such transactions. Rogers summarized that it was a lot of work to

ensure that Home Forward could continue to serve the residents in the same way. The

properties were currently in a mobility period, during which residents who had indicated

they wanted to take the voucher and move to a different property could do so. Few

residents had indicated that they intended to move. Even so, the mobility period was

being phased to reduce the potential impact to Home Forward's regular voucher pool.

Rogers estimated that, ultimately, a very small number of units would need voucher

subsidy backfilled.

Andrews commended the work done to transition residents to new leases during the

subsidy conversion. He noted that the disposition method used for the first four properties

was not available for the remaining six. Next steps for the first four properties included

grouping them into partnerships to make use of 4% Low-Income Housing Tax Credits

(LIHTCs); settling the remaining financing, including use of tax-exempt debt and Home

Forward's own funds; and establishing the design and construction scope for each

building. The design-build partner was ready for Board authorization at that evening's

meeting. Staff would return to the Board for authorization of the ultimate debt structure

and lender. Plans were also underway to work with residents regarding what work would

be needed in their buildings, the new leases that would be needed for tax-credit

compliance, and what residents could expect when construction begins, which would

likely be different for each building. Construction was expected to begin in the first quarter

of 2015.

Commissioner Katie Such asked if, taking into consideration the occasional services

funding that came through public-housing subsidy, more revenue was expected from the

project-based vouchers. Rogers confirmed that more revenue was expected.

Commissioner Such asked if investor fees would contribute to higher expenses for the

properties. Rogers replied that operating expenses were modeled to be the same.

Andrews noted that the diagram for the development of the first four buildings that was

handed out to the Board was meant to be high-level. It showed equivalent expenses at

the conversion to vouchers. A limited partner would generate additional expenses.

Commissioner Such asked about the connection of the bond proceeds to the financing for

the first four buildings. Andrews said that the resolution that was part of the evening's

agenda was for inducement of the bonds, which would set the date from which Home

Forward could spend eventual proceeds. The proceeds would be spread across all four

6

properties; though, no specific debt structure had been settled yet. A credit-enhanced

issuance was being explored. Once work scopes were more settled and proposals had

been solicited from investors and lenders, authorization for any debt structure would be

requested. Commissioner Such asked for a rough percentage between loan and capital,

citing that long term debt on traditional public housing was a national conversation.

Andrews said that it would vary by building. Gallagher Plaza could be $2 million;

Northwest Tower, $5 million; Hollywood East, $4.5 million; and Sellwood Center, $1.5

million. He noted that differences in sizes of units amongst the buildings lead to

differences in revenue. Commissioner Such highlighted that, with permanent debt, any cut

to the Section 8 program could leave these buildings with obligations that could hurt Home

Forward's overall pool. She asked that the loan to value ratio be kept low. Andrews

agreed. The guarantee would be made by Home Forward, not HFDE. Andrews provided

Commissioner Such with a sources and uses table.

Chair Emeritus Lee Moore cautioned that the federal mood toward housing subsidies

could change. He asked if the planned transactions would be difficult to unravel if it

proved worthwhile to take advantage of future policy shifts. Andrews said that HUD's

approval of the disposition of the first four buildings came with the expectation that Home

Forward would leverage investment for the buildings, maintain control of the buildings, and

continue to serve low-income people. The agreement for housing assistance payments

also brought restrictions. And, LIHTC compliance would include a 60-year restrictive use

agreement. Andrews and Rogers affirmed for Chair Emeritus Moore that the restrictions

would be similar to other Home Forward developments and properties within Home

Forward's affordable-housing portfolio. Steve Rudman added that one could never know

the whims of an administration, but HUD currently seemed to be signaling that public

housing subsidy, with its requirement that Congress provide funding, was not as robust as

financing based on other models. He noted that Home Forward would not be able to

invest its own funds into the rehabilitation of the remaining six properties, so he envisioned

competing for equity dollars and support from the community. Beyer noted that the

subsidy conversion for the first four properties had increased their funding from the

traditional public-housing subsidy. He acknowledged that there would be tension if the

new subsidy decreased while the properties were under contractual obligations, as

pointed out by Commissioner Such.

Commissioner Such asked what the useful life would be for the buildings after

rehabilitation. Andrews responded that the rule of thumb was thirty years for major

systems. He noted that the project would provide the opportunity to address important

concerns for each building that could not be addressed as maintenance. The work would

7

be capitalized. Rogers pointed out that an application for funding to Oregon Housing and

Community Services required a replacement reserve analysis that resulted in dependable

estimates for the next 30 years.

Vice Chair David Widmark expressed concern over the potential effects on residents.

Andrews said that conversations with residents had started. They were advised that the

work would be done while residents remained in the buildings. Once the design-build

teams were on board and the work scopes better defined, staff could provide residents

with specifics of how the work will move through the building. Potential inconveniences

might be a water outage for half a day or removing the building's exterior skin—both of

which had been done at other occupied rehabs. The selection process for the design-

build team looked into the proposers' capacity for resident engagement. It was

acknowledged that a team would need to be in place to get construction communications

to residents. Vice Chair Widmark said that he wanted to be sure resident relations had

been considered. It was confirmed for Chair Harriet Cormack that rehabs at Home

Forward's family properties had been carried out with resident relocation. Commissioner

Brian Lessler noted that he participated in the selection process for the design-build team

and that he was satisfied with the recommended proposer's plans for resident

communication.

Commissioner Such said that she applauded the effort to preserve the buildings. She

wished that it could be done without permanent debt, because debt could make property

management drift toward satisfying the needs of the private lender. She acknowledged

there was no other way to complete the rehab unless lower interest rates or higher equity

is offered. She wanted to see the permanent debt as low as possible, but was not

objecting to the resolutions at hand.

Andrews noted that two of the evening's resolutions were related to the first four

properties. The first would declare Home Forward's intent to issue bonds. The second

would authorize a contract with the recommended design-build proposer. He noted that

the Board's actual authorization to issue bonds would be the subject of a resolution at a

later meeting. Rudman and Andrews clarified that the Board would be asked to review

specific proformas for each rehab before they were adopted. Each rehab would require

construction debt. The question of permanent debt was still to be decided. Andrews

added that the Board's Real Estate and Development Committee had reviewed the

resolutions. He pointed out that Dan Anderson, formerly of Bank of America, had joined

the committee and was in attendance at that evening's meeting.

8


Authorize Intent to Authorize Intent to Authorize Intent to Authorize Intent to Issue Revenue Bonds for Gallagher Plaza, Hollywood East, Issue Revenue Bonds for Gallagher Plaza, Hollywood East, Issue Revenue Bonds for Gallagher Plaza, Hollywood East, Issue Revenue Bonds for Gallagher Plaza, Hollywood East,

Northwest Towers & Annex, and Sellwood CenterNorthwest Towers & Annex, and Sellwood CenterNorthwest Towers & Annex, and Sellwood CenterNorthwest Towers & Annex, and Sellwood Center

Vice Chair David Widmark moved to adopt the resolution. Commissioner Brian Lessler

seconded the motion.


Chair Harriet CormackChair Harriet CormackChair Harriet CormackChair Harriet Cormack –––– AyeAyeAyeAye








Authorize Contracts for DesignAuthorize Contracts for DesignAuthorize Contracts for DesignAuthorize Contracts for Design----BuiBuiBuiBuild Services for Hollywood East, Gallagher Plaza ld Services for Hollywood East, Gallagher Plaza ld Services for Hollywood East, Gallagher Plaza ld Services for Hollywood East, Gallagher Plaza

and Northwest Towersand Northwest Towersand Northwest Towersand Northwest Towers

Commissioner Brian Lessler moved to adopt the resolution; Vice Chair David Widmark

seconded.




TreaTreaTreaTreasurer Jim Smith surer Jim Smith surer Jim Smith surer Jim Smith –––– Aye Aye Aye Aye






Authorize Request to Submit a Rental Assistance Demonstration Portfolio ApplicatAuthorize Request to Submit a Rental Assistance Demonstration Portfolio ApplicatAuthorize Request to Submit a Rental Assistance Demonstration Portfolio ApplicatAuthorize Request to Submit a Rental Assistance Demonstration Portfolio Applicationionionion

Mike Andrews, Peter Beyer, and Molly Rogers presented the resolution. Andrews

described HUD’s new Rent Assistance Demonstration (RAD) Program as a bridge from

public housing to Section 8 subsidy. As the only mechanism left to usher the remaining 85

Stories properties through preservation, RAD would not allow the amount of investment

that could be achieved with the first four, dispositioned properties, but it was better than

nothing. Pursuing the RAD approach would require several other decisions further down

9

the road. The instant resolution would merely authorize submitting an application for the

properties. The application would include properties other than the remaining 85 Stories

buildings, so that this year’s proration would be preserved in case RAD were pursued for

all of them. Staff had taken the preliminary steps necessary to include in the application all

of the recommended properties.

The program would switch the properties to one of two different varieties of Section 8 rent

assistance. Which variety would be decided, by property, at a later date. The materials

provided to the Board also reviewed previous steps taken to preserve Home Forward’s

public housing units. Those steps had been taken with consideration for what effect there

would be on the residents, and the RAD approach was no different in that regard. Steve

Rudman and Mike Andrews clarified that the resolution at hand and the resulting

application would not lock Home Forward into any course of action. Andrews also noted

that Congress would need to authorize additional units for the program before Home

Forward’s application could be approved. Home Forward would then work with HUD to

determine what each transaction would look like.

Chair Harriet Cormack observed that the Board had established the principle of preserving

Home Forward’s public housing units without specifying particular actions. The principle

had required tough choices, such as selling Home Forward’s scattered sites, but support

for public housing was waning, so Home Forward needed to take advantage of

approaches that would let it preserve units and continue serving the same population.

Commissioner Katie Such noted that public housing was one of the few permanent

resources for really poor people. As soon as a motivation to service debt is introduced to

a property, it would be possible that actions will move toward it. She cautioned against

drifting away from the population currently served. Chair Cormack agreed, noting that the

RAD approach would prevent Home Forward from losing units to building deterioration.

Rudman added that a new subsidy structure was needed because the old one was going

away. He stressed that Home Forward would need to pursue State and City funding to

preserve the six remaining properties in the 85 Stories project, and he hoped that

permanent debt could be minimized. There was still a lot of work to be done.

Vice Chair David Widmark moved to adopt the resolution. Chair Emeritus Lee Moore

seconded the motion.

The vote was asThe vote was asThe vote was asThe vote was as follows:follows:follows:follows:


10







ADJOURNADJOURNADJOURNADJOURN

There being no further business, Chair Harriet Cormack adjourned the meeting at 8:00

PM.

EXECUTIVE SESSIONEXECUTIVE SESSIONEXECUTIVE SESSIONEXECUTIVE SESSION

The Board of Commissioners of Home Forward did not meet in Executive Session

pursuant to ORS 192.660(2).

Attached to the Official Minutes of Home Forward are allAttached to the Official Minutes of Home Forward are allAttached to the Official Minutes of Home Forward are allAttached to the Official Minutes of Home Forward are all Resolutions adopted at this Resolutions adopted at this Resolutions adopted at this Resolutions adopted at this

meeting, together with copies of memoranda and material submitted to the meeting, together with copies of memoranda and material submitted to the meeting, together with copies of memoranda and material submitted to the meeting, together with copies of memoranda and material submitted to the

Commissioners and considered by them when adopting the foregoing resolutions. Commissioners and considered by them when adopting the foregoing resolutions. Commissioners and considered by them when adopting the foregoing resolutions. Commissioners and considered by them when adopting the foregoing resolutions.

Celia M. StraussCelia M. StraussCelia M. StraussCelia M. Strauss

Recorder, on behalf ofRecorder, on behalf ofRecorder, on behalf ofRecorder, on behalf of

Steven D. Rudman, SecretarySteven D. Rudman, SecretarySteven D. Rudman, SecretarySteven D. Rudman, Secretary

ADOPADOPADOPADOPTED: TED: TED: TED: January 21, 2014January 21, 2014January 21, 2014January 21, 2014


_______________________________ _______________________________


EXECUTIVE

DIRECTOR’S

REPORT

MEMORANDUM


From: Steve Rudman Executive Director


Subject: Executive Director’s Report

JanuaryJanuaryJanuaryJanuary Board BusinessBoard BusinessBoard BusinessBoard Business

We are holding this month’s board meeting at Gresham City Hall and focusing

most of our discussion on matters related to East County. We will present a

report on the various activities we’re involved in and have the opportunity to

discuss these initiatives with our public sector partners in Gresham. In addition,

we have a resolution related to two changes in our Section 8 administrative plan.

• East County Report: Over the last several years, we have intensified our

focus on East County. Our efforts are broad and deep – we have

strengthened existing community and public sector relationships and forged

new ones, joined partnerships focused on economic and educational

advancement, helped to educate landlords on our programs, and forged a

closer bond with our public safety partners on behalf of our residents and

their neighbors.

A good part of our work involves youth. We will report on our rent

assistance program at Alder Elementary, which is entering its second year.

We have been involved in the planning for the new Boys & Girls Club in

Rockwood, and we have are taking the steps necessary to extend our

kindergarten registration program to the Reynolds, Centennial, Gresham-

Barlow, David Douglas, and Parkrose school districts.

We will report on these and other East County initiatives at the board

meeting.

2

• Section 8 Administrative Changes: We are proposing two changes. The

first would prorate landlord payments when a tenant moves out so that we

are paying through the move out date rather than the end of the month.

The estimated annual savings is $360,000, which is equivalent to assisting

another 52 families. The second change removes language around adding

adult family members to an existing voucher because we believe it

unintentionally created the possibility of generational entitlement.

Operations UpdateOperations UpdateOperations UpdateOperations Update

• First Families at Stephens Creek Crossing: Move-in day for the first seven

families was last Friday. We’ll have waves of move-ins over the next several

months, as construction finishes. Staff reports that our first residents were

impressed with their homes and eager to start participating in the programs

the new community will offer.

• Rental Assistance Demonstration (RAD) Program Application: We sent our

application off on December 20. Your quick work on this allowed us to

make the important December 31 deadline. We’ll keep you posted on

HUD’s progress getting more RAD units approved by Congress.

• St. Johns Woods Sale Closes: The Vitus Group now owns the property,

which they have renamed Cathedral Gardens. The end of the transaction

went smoothly. I want to give a big thank you to the staff involved for a

transaction that preserved and improved affordable housing for our

community and produced a net return of about $6 million for Home Forward.

We will use the proceeds to help renovate other apartment communities

with significant capital needs.

Upcoming EventsUpcoming EventsUpcoming EventsUpcoming Events

Our next work session is on Wednesday, February 5 at 5 p.m. at our New Market

West offices. The next board meeting is on Tuesday, February 18 at 6:15 p.m. at

the new Lee E. Moore, Sr. Opportunity Center at Stephens Creek Crossing. We

will take this opportunity to recognize and honor Lee for his 12 years of

outstanding board service.

EAST COUNTY UPDATE

MEMORANDUM


From: Betty Dominguez

Director of Policy & Equity


Subject: East County Report

This briefing is for informational purposes only; no action is required of the board.

In 2011, Home Forward adopted a set of strategic directions, including one titled “Role in

the Regional Housing Market”. This led the agency to redouble our support of local and

regional housing goals, to be more responsive to housing needs within Mid and East

County, and to serve as a strategic partner in the Metro area. Our attention began to

focus on issues specifically impacting East County, such as the migration of poverty

eastward and the lack of support services available to address that population shift.

In the ensuing years, and as our Strategic Operations Plan has evolved, Mid and East

County remained an important area of focus. We have not only worked to strengthen

existing relationships in the region, but to aggressively reach out and develop new ones in

order to have a better understanding of these communities and their housing and service

needs. Many organizations are working in various partnerships in East County to address

employment and economic advancement for adults and improved educational and career

outcomes for youth. We are increasingly part of those partnerships whose work will

impact our families in the area. Of particular interest are efforts around education, youth

services, and economic opportunities, to which we hope to increasingly link our families.

Much like the work that is happening with families at Alder Elementary, the intention is to

achieve whole family transformations, a handful at a time, by aligning our resources and

planning efforts with other major partners.

Central to our work in East County is the City of Gresham itself. We are continuing to

shape our relationship with the City, Police Department and community in positive

directions. There is progress being made in promoting an understanding of what we do

2

and in our efforts to be a strong partner with the City, as we mutually seek to address the

issues of poverty and crime, and to bring opportunity to our residents and fellow Gresham

citizens.

We have recently convened an internal East County Team comprised of staff from rent

assistance, inspections, resident services, property management, and a specialist with the

Housing Works program. The team will meet monthly (or as needed) in an effort to be more

deliberate and coordinated in our various efforts, to share information about properties,

residents, and the community, and to potentially assist in the planning and/or

implementation of new initiatives or pilot programs specific to East County.

Much work remains to be done, and we are mindful that significant growth and development

will continue to occur in this region as it simply has the largest amount of vacant space.

Through the work of organizations such as East Metro Economic Alliance and the Port of

Portland, industrial parks will get built out and employers will come, bringing new jobs.

Helping to lay the ground work for the smart planning of future affordable/workforce housing

needs will be important in the efforts to achieve healthy and balanced future communities in

the region.

There are many ways to define “equity”. For communities of color and people living in

poverty, equity should include attainment of economic prosperity, educational opportunities,

and an improved degree of livability including access to affordable transportation and healthy

food. Much of our work in the region, both current and that which we hope to undertake in

the coming months, centers on partnerships that create more opportunities for families and

young people to succeed.

We have assembled a good deal of information, organized in subject areas, as optional

reading for your reference. We will touch on some of the most relevant issues, including our

efforts to understand and enhance our role in community safety, at the board meeting.

Attachments / Optional Reading:

A – Community Safety

B – Housing Choice Voucher program

C – Policy

Attachment A Attachment A Attachment A Attachment A –––– Community SafetyCommunity SafetyCommunity SafetyCommunity Safety

Increased crime and gang activity has been a growing concern in East County, and

particularly for Gresham / Rockwood. The City of Gresham (City) is challenged by a limited

tax base to fund law enforcement, which has made efforts to address this issue even more

difficult. In response to the need to generate revenue to fund police, fire, and park

services, the City assessed a temporary Public Safety Fee on residences (owned and

rented) and businesses last year; the fee will terminate in June of this year. The City

intends to put a five-year property tax levy for consideration on their May 2014 ballot,

which, if passed, will provide more stabilized funding for the City’s essential services.

Nearly one year ago, Home Forward entered into a Memorandum of Understanding (MOU)

with the Police Department that coincided with the term of the aforementioned Safety Fee.

As a result, Home Forward staff has been working closely with the Gresham Police

Department (Department) under the terms of the MOU, meeting bi-weekly with the

Department liaison at Rockwood Station, the scene of last summer’s gang-related

shooting*. The Department’s willingness to direct Home Forward’s portion of the Public

Safety Fee to a dedicated liaison has been appreciated and proved fruitful: calls to our

properties have been reduced by 65% between October 2012 and October 2013.

Given the migration of poverty eastward over the past decade, assumptions are often

made that our residents and Section 8 participants are significant contributors to increased

criminal activity in the region. Recently, we have started working with the Department to

review their custody (arrest) reports against our data in order to gauge to what degree this

is an issue, and if we need to do more to follow up on behaviors that violate the terms of

our leases or of the Section 8 voucher. As a test, one police report (for November 2013)

has been provided and cross-checked with our records. Eight names out of the 524 on

the police report had an association with Home Forward. At this point, we are working on

defining a process for this continued analysis monthly, including steps we will take to

address these situations. Upon internal review, resolution may include termination of

housing assistance if it is so warranted. However, we will not release specific information

on any names we may find on the police report, including actions taken on our part; all

work will be handled in strict confidentiality. Beyond our follow up with affected

households, we hope this analysis will help correct any misperceptions about the scale of

connection between families receiving our assistance and criminal activity.

*Several improvements have been implemented at the property in response to the

incident, including fencing to control through-traffic, an increased number of cameras,

increased patrols conducted by our private security firm, and more signage. More and

better lightning is in the planning stage. Rockwood Station was also the site of the

KaBOOM! playground build last summer.

Attachment B Attachment B Attachment B Attachment B –––– The Housing Choice VoucherThe Housing Choice VoucherThe Housing Choice VoucherThe Housing Choice Voucher / Section 8/ Section 8/ Section 8/ Section 8 programprogramprogramprogram

As referenced in Attachment A, our community has seen a significant migration of poverty

into East County over the past decade. We know our distribution of Housing Choice

Vouchers has shifted in correlation to this trend, as households find lower rents / larger

units available in this region (see accompanying map in this Attachment). We have been

working closely with the Mayor’s office to provide data regarding the number of

households with a Housing Choice Voucher in the primary Gresham zip codes, which

ultimately evolved into an analysis of all the zip codes in the County. A copy of that

analysis follows. These conversations and the data have been helpful in clarifying the

relatively low representation the program has in the City as a proportion of total renters.

Trainings - Over a two-month period last fall, staff conducted Section 8 trainings for

landlords and property managers in four locations, three of which were in East County – at

the Gresham Landlord Forum, the Rosewood Initiative center on 162nd Avenue, and at the

Rental Housing Association of Greater (RHAGP) Portland office at 105th Avenue.

The trainings addressed roles and responsibilities of landlords and property managers, and

what the new legislation on non-discrimination of Housing Choice Voucher holders means

for landlords. Overall, the trainings were well received. The Gresham training included a

few pointers for Police Department officers and was video-taped for their future use. We

will continue to schedule these trainings starting this spring and expand our outreach in

order to engage more participants.

Landlord Forum - Home Forward has co-hosted, along with the Gresham Police

Department (Department), a bi-monthly landlord forum for several years now. The forum

has been changed this year in an effort to appeal to a broader audience throughout the

entire East County area. Newly titled the “East County Landlord Forum with Gresham

Police”, outreach was expanded to include other East County police departments as well

as the RHAGP referenced above. The first meeting of 2014 was a presentation by the

East Metro Gang Enforcement Team; future topics include Tenant Mediation and Resident

Disputes (training by Home Forward staff) and Drugs, Drug Houses, Prostitution,

Exclusions and Crime Prevention.

Additionally, the Department conducted its first Landlord-Tenant Mentorship Program

designed to have experienced and successful apartment managers team up with new

managers as mentors to show them what works and what doesn’t work. The Department

also hosted “Landlord Boot Camp”, last fall; a day-long program led by John Campbell, a

rental housing expert who provided training on how to successfully operate rental

properties. A number of Home Forward staff attended the program.

SECTION 8 HOUSEHOLDS AS PERCENTAGE OF TOTAL RENTERS

City of

Gresham as

% of Total

Zip Code

Area

Zip Code

Total

Households

in Zip Code

Number of

Rented

Households

Section 8

Households

Public Housing

Households

Section 8 Households

as % of Total Renters

97204 424 399 60 11 15.04%

97236 12424 5343 716 79 13.40%

34% 97233 13062 7047 869 147 12.33%

97220 11118 4929 521 28 10.57%

97209 9834 7612 786 313 10.33%

97227 1696 1021 104 0 10.19%

97266 11761 5357 543 43 10.14%

97205 4912 4100 399 45 9.73%

97213 13121 5185 490 0 9.45%

97218 5494 2224 207 24 9.31%

97203 11444 5135 465 494 9.06%

20% 97230 14912 6424 569 0 8.86%

97216 6190 3024 266 0 8.80%

97217 13710 5104 324 133 6.35%

8% 97024 4101 1703 106 55 6.22%

97211 12366 4195 254 37 6.05%

97060 7390 2376 133 0 5.60%

98% 97030 14454 8024 421 47 5.25%

97206 19386 7313 352 97 4.81%

97201 8272 5664 201 0 3.55%

97202 17555 8933 308 90 3.45%

46% 97080 14603 4456 150 11 3.37%

97239 7151 3483 105 22 3.01%

97219 16173 5099 150 1 2.94%

97210 6286 3798 109 0 2.87%

97214 11881 7686 210 10 2.73%

97221 4942 1369 34 69 2.48%

97212 10289 3604 89 189 2.47%

97215 7240 2681 44 0 1.64%

97019 1163 211 2 0 0.95%

97231 1802 323 3 0 0.93%

97232 6169 4040 30 0 0.74%

97042 1072 140 1 0 0.71%

97267 12348 3665 14 0 0.38%

97086 9362 3178 10 0 0.31%

97222 14903 6856 14 0 0.20%

97027 4778 1879 3 0 0.16%

97035 10649 3785 6 0 0.16%

97015 7617 3290 5 0 0.15%

97023 3635 842 1 0 0.12%

97045 19229 5076 6 0 0.12%

97055 6564 1766 2 0 0.11%

97070 8405 4298 4 0 0.09%

97038 5352 1450 1 0 0.07%

97068 10701 2237 1 0 0.04%

97229 21741 5755 1 0 0.02%

97005 10348 6523 0 2 0.00%

97229 -100%'04: 0

'13: 1

97019 0%

'04: 2'13: 2

97216 +13%'04: 252

'13: 284

97236 +57%'04: 451

'13: 710

97233 +37%'04: 642

'13: 878

97231 +300%'04: 1

'13: 4

97030 +61%'04: 264

'13: 424

97266 +11%'04: 526

'13: 583

97215 -37%'04: 87

'13: 55

97220 +84%'04: 293

'13: 538

97230 +44%'04: 407

'13: 586

97212 -32%'04: 139

'13: 94

97214 -23%'04: 274

'13: 210

97227 -8%'04: 110

'13: 101

97232 -54%'04: 78

'13: 36

97035 +100%'04: 2

'13: 4

97080 +45%'04: 107

'13: 155

97239 +1220%'04: 5

'13: 66

97202 -10%'04: 232

'13: 209

97024 +7%'04: 107

'13: 11597213 -28%'04: 301

'13: 216

97205 +51%'04: 267

'13: 402

97221 -16%'04: 43

'13: 36

97217 -25%'04: 471

'13: 352

97211 -47%'04: 517

'13: 272

97060 +10%'04: 132

'13: 145

97218 +20%'04: 180

'13: 216

97206 -23%'04: 485

'13: 372

97219 +44%'04: 112

'13: 161

97201 -17%'04: 248

'13: 207

97204 +228%'04: 18

'13: 59

97209 +56%'04: 381

'13: 593

97210 -14%'04: 28

'13: 24

97203 +1%'04: 488

'13: 492

Clackamas

Washington

Clark

Multnomah

Home ForwardSection 8

Concentration of Households by Zip CodeJanuary 1, 2004 to January 1, 2013Total Section 8 Households: 8,602

April 15, 2013

Number of VouchersJanuary 1, 2013

>600 500-600 300-500 200-300 100-200

50-100 <50

Attachment C Attachment C Attachment C Attachment C –––– PolicyPolicyPolicyPolicy

Below is a summary of key policy areas in which Home Forward is engaged and / or will

pay further attention in the coming year:

Housing Policy in Gresham – Home Forward staff participated on the City’s stakeholder

group charged with redefining Gresham’s housing policy. The Gresham City Council’s

Work Plan outlines the portfolio of projects that the City Council wishes to undertake. The

Plan outlines three core services/values including “Building Community”, under which the

housing policy resides. The new policy became effective this past December and includes

several housing sub-themes such as: providing a full range of anticipated housing types for

all life stages, including needs of young single persons, families, older persons and the

disabled; develop and expand upon creative concepts in housing such as accessory

dwelling units, small sized apartments, cluster housing, cottages and multigenerational

housing; providing and promoting housing that accommodates larger family sizes required

by a diverse population; and anticipating the housing needs of all economic segments,

including those with low and very low incomes. Additional themes include efforts to

examine the possibility of creating incentives that encourage a mix of affordable and

market rate housing that will support economic vitality, and developing partnerships with

the private sector and non-profits designed to collaborate on the siting of affordable and

market rate housing.

Homelessness – This is a growing concern in Gresham and other East County

communities. Lacking services specific to this population, the local jurisdictions, police

departments and the County Sheriff’s office are working to understand and find solutions

for addressing the situation. The Portland / Multnomah County Point in Time

Homelessness count - last conducted in January 2013 – does not provide homeless

counts in a detailed geographic breakdown. However, service providers estimate that by

counting the number of homeless people in families served by Human Solutions, My

Father’s House, My Sisters House, Zarephath Kitchen, Shepherd’s Door, the Gresham

Salvation Army, and other Mid and East County groups, it is likely that 40% to 60% of the

homeless people in families identified in the report are served in Mid or East Multnomah

County. The number of single adults (men or women) in Mid or East Multnomah County is

estimated to be markedly lower. As we continue to engage with the jurisdictions around

the issue of homelessness, we will be mindful of these trends and how we might be

supportive (e.g, rent assistance at Alder Elementary, described below).

Food Insecurity – Ecumenical Ministries of Oregon (EMO) is an association of seventeen

Christian denominations across the state that works together for unity and justice. The

EMO program, Interfaith Food and Farms Partnership (IFFP), chose the Rockwood

neighborhood as a focus, and, funded by a U.S. Department of Agriculture Community

Food Projects Grant program, conducted a community food assessment in partnership

with several community groups. Limited access to supermarkets and other sources of

healthy food, as well as transportation challenges were prominently called out in the

assessment. According to the survey, 66% of residents surveyed had a hard time

stretching their food budget to the end of the month. 97% said they would like better

access to nutritious food in the neighborhood. Along with the surveys, three community

conversations about food justice have been held in English, Spanish and Russian, and a

group of 10 community leaders from seven organizations was built to support the project.

This is only the beginning in terms of implementing necessary changes around food equity

in Rockwood. While Home Forward staff is not currently active in the work of this group,

one of our Resident Services Coordinators contracted through Human Solutions is, and

we are tracking their progress.

Snow Cap’s Mobile Food Pantry goes out to eight public housing properties in East

County six times a year to provide food boxes for residents in need. Our Resident

Services staff works closely with Snow Cap to coordinate notification to our residents of

these visits and to ensure they residents can be served through this program as frequently

as possible. Staff have also put significant work into improving the park adjacent to Snow

Cap, which will increase security in the neighborhood and help the agency in its efforts to

create a more viable, stable service center.

Economic and Community Development – Home Forward staff participate in a number of

committees and forums, including the East Metro Economic Alliance, the Rosewood

Initiative, the East Portland Action Plan, and more.

Education – Last summer, staff presented a report on kindergarten registratiokindergarten registratiokindergarten registratiokindergarten registrationnnn, noting

that nearly half of Home Forward’s kindergarteners live in East County and do not attend

Portland Public Schools (PPS). Since then, staff have been working to replicate their

success with kindergarten registration in the PPS system throughout the East County

School Districts. To date, we have established Memoranda of Understanding for data

sharing with the Reynolds, Centennial and Gresham-Barlow districts; David Douglas and

Parkrose are in process. These agreements are the key to our ability to conduct outreach

to age-eligible families.

The rental assistance program at Alder ElementaryAlder ElementaryAlder ElementaryAlder Elementary is in the first few months of a second

school year. At the end of the previous school year, stakeholders worked to fine tune the

program, including relationships with the school district, teachers and staff at the school.

Our partners at I Have a Dream Foundation and Human Solutions report a significant

improvement in student attendance as well as in parent participation in Parent/Teacher

conferences. Some families have already been able to exit the program, which is

evidence that even short term subsidy and case management can have a significant

impact on families. A mid-year look at the demographics of the families being served

accompanies this attachment.

In 2013, the Oregon Education Investment Board proposed key strategies to support the

attainment of the State’s education goals. One of the focused strategies is to strengthen

and expand Oregon’s emphasis on Science, Technology, Engineering and Science, Technology, Engineering and Science, Technology, Engineering and Science, Technology, Engineering and

MathematMathematMathematMathematics (STEM)ics (STEM)ics (STEM)ics (STEM) in order to meet the growing need for a STEM skilled workforce.

Critical to the STEM Initiative is strong collaboration and shared vision between education,

STEM related business and industry, student-focused nonprofits, government, informal

education providers, parents and students. Oregon is engaging in a networking model for

promoting changes in STEM education statewide that are effective and coordinated, called

Regional Stem Hubs. Such a Hub exists in the Portland/Washington County area.

Under the leadership of County Commissioner Dianne McKeel, a sub-regional group has

been convened to explore the unique assets and needs of the East County communities

and businesses. Because the number of well-paying STEM jobs are rapidly growing and

expected to increase in this region, the group will be targeting student populations that

have historically been underserved and underrepresented, including those living in poverty.

Home Forward has representation in this planning effort, in order to help ensure children in

families we assist have targeted outreach and access to the programs.

Mid-Year Alder Housing Report Prepared by I Have a Dream Foundation – 1/8/14

Total Households Served, Entered & Exited CATEGORY TOTAL ADULTS CHILDREN TOTAL

INDIVIDUALS

TOTAL HOUSEHOLDS SERVED 7/1/2013-

12/31/13

72 127 203 330

TOTAL HOUSEHOLDS CURRENTLY OPEN 59 101 165 266

Total households CARRIED OVER from last

fiscal year

46 76 131 207

New households ENTERED 7/1/13- 12/31/13 13 24 35 59

Total number of households EXITED 7/1/13-

12/31/13

13 27 37 64

Total number of households EXITED from start

of program - 12/31/13

32 n/a n/a n/a

Total number of households SERVED from

start of program - 12/31/13

98 n/a n/a n/a

Outcomes for the Total Exited Exited due to: COMPLETED PROGRAM 32 (ALL)

Eviction Prevention 29

Permanent Placement 3

Households Still in Housing 27

Households NOT in Housing 3

unknown 2

Chronic homelessness at entry 2

Type of housing: RENTAL 32 (ALL)

Housing Status at Entry of Program for Clients Currently Open (total 59) Stably Housed 11

At Risk of Losing Their Housing 39

Homelessness 9

Demographics of all individuals currently being served (266)

Gender QTR RTD % (RTD) Female 146 146 54.89% Male 120 120 45.11% Refused/Don't Know 0 0 0% Missing Data Entry 0 0 0% Race/Ethnicity/Origin (PHB) QTR RTD % (RTD) . African 0 0 0% Asian 3 3 0.78% Black/African American 55 55 14.36% Latino/Hispanic 157 157 40.99% Middle Eastern 0 0 0% Native American/Alaskan Native 0 0 0%

Native Hawaiian/Pacific Islander 22 22 5.74%

Slavic 0 0 0%

White 146 146 38.12%

Declined to Answer 0 0 0%

Race/Ethnicity/Origin may be an over-count of unique clients as clients may report multiple responses

RESOLUTIONS

MEMORANDUM


From: Jill Smith, Director of Rent Assistance


Subject: Authorize Approval of Changes to the Section 8 Administrative Plan

Resolution 14-01-03

The Board of Commissioners is requested to authorize changes to the Section 8

Administrative Plan which governs the Section 8 Housing Choice Voucher program and

other rent assistance programs per HUD requirements.

The policy changes support Strategic Operations Plan, Goal 1: We will deploy resources

with greater intentionality and alignment with other systems while increasing the number of

households served.

ISSUE

Staff is proposing changes to two policies within the current Section 8 Administrative Plan.

The first policy currently states that when a voucher holder vacates their rental unit, Home

Forward pays the landlord through the end of the month. The proposed policy change is to

instead pay the landlord only through the move-out date, pro-rating payment for the final

month of tenancy. This change, if approved, would be implemented effective April 1, 2014.

An analysis of housing assistance payments made during 2013 for the time period between

a participant’s move-out date and the end of the month showed an average cost of $30,000

per month – or $360,000 annually. The cost-savings resulting from this policy adjustment is

the equivalent of providing housing assistance to an additional 52 families per month (based

upon the current average housing assistance payment of $580 per month). Delaying

implementation of this change until April will enable us to provide landlords with advance

written notice.

2

The second proposed change amends language in the current plan that describes the

addition of an adult to a household in the voucher program. Current language states that

Home Forward will not permit the addition of adults who were not part of the household at

the time of the initial eligibility screening. This language has enabled participants to add

back to the household original household members (such as children who are now adults)

after those members permanently left the household for extended periods of time. Because

an “added adult household member” has full rights and access to the voucher assistance in

the event that the current head of household leaves for any reason, this policy has

unintentionally created the possibility of generational entitlement to the voucher. Additional

language changes to this section of the Administrative Plan are proposed for the purpose of

clarity and consistency related to adding adult household members. This change, if

approved, would take effect February 1, 2014.

ATTACHMENTS

1) Home Forward Summary of Proposed Revisions to the Section 8 Administrative Plan 2) Pages from the Administrative Plan showing the proposed language changes


RESOLUTION RESOLUTION RESOLUTION RESOLUTION 14141414----01010101----03030303 AUTHORIZESAUTHORIZESAUTHORIZESAUTHORIZES HOME FORWARD HOME FORWARD HOME FORWARD HOME FORWARD TO TO TO TO AAAAMEND LANGUAGE MEND LANGUAGE MEND LANGUAGE MEND LANGUAGE

WITHIN THE WITHIN THE WITHIN THE WITHIN THE SECTION 8 SECTION 8 SECTION 8 SECTION 8 ADMINISTRATIVE PLAN WHICH GOVERNS PROCESSES ADMINISTRATIVE PLAN WHICH GOVERNS PROCESSES ADMINISTRATIVE PLAN WHICH GOVERNS PROCESSES ADMINISTRATIVE PLAN WHICH GOVERNS PROCESSES

AND PROCEDURES AND PROCEDURES AND PROCEDURES AND PROCEDURES FORFORFORFOR THE SECTION 8 HOUSINGTHE SECTION 8 HOUSINGTHE SECTION 8 HOUSINGTHE SECTION 8 HOUSING CHOICE VOUCHER AND CHOICE VOUCHER AND CHOICE VOUCHER AND CHOICE VOUCHER AND

MODERATE REHABILITIATION PROGRAMSMODERATE REHABILITIATION PROGRAMSMODERATE REHABILITIATION PROGRAMSMODERATE REHABILITIATION PROGRAMS AND VARIOUS AND VARIOUS AND VARIOUS AND VARIOUS OTHER RENT OTHER RENT OTHER RENT OTHER RENT

ASSISTANCE PROGRAMSASSISTANCE PROGRAMSASSISTANCE PROGRAMSASSISTANCE PROGRAMS

WHEREASWHEREASWHEREASWHEREAS, Home Forward currently administers the Section 8 Housing Choice Voucher

program, the Moderate Rehabilitation program and other rent assistance programs that

require written processes and procedures within an Administrative Plan; and

WHEREASWHEREASWHEREASWHEREAS, Home Forward is proposing changes to Chapter 10 of the Administrative Plan

that are anticipated to result in substantial cost-savings by amending the policy so as to

prorate Housing Assistance Payments to landlords using the date of actual move-out by a

Section 8 participants moving out of an assisted unit; and

WHEREASWHEREASWHEREASWHEREAS, Home Forward is proposing changes to Chapter 11 of the Administrative Plan

eliminating existing language stating that Home Forward will not permit the addition of

adults who are not part of the household at initial eligibility and instead providing clear,

concise language regarding when adults may be added to the household;

NOW, THEREFORE, BNOW, THEREFORE, BNOW, THEREFORE, BNOW, THEREFORE, BE IT RESOLVEDE IT RESOLVEDE IT RESOLVEDE IT RESOLVED, that the Board of Commissioners of Home

Forward authorizes the Executive Director of Home Forward to approve the changes

outlined above to the Section 8 Administrative Plan governing the Housing Choice Voucher

and other rent assistance programs.

ADOPTEDADOPTEDADOPTEDADOPTED: : : : JANUARY 21, 2014JANUARY 21, 2014JANUARY 21, 2014JANUARY 21, 2014



Home Forward Summary of Proposed Revisions to the Section 8 Administrative PlanHome Forward Summary of Proposed Revisions to the Section 8 Administrative PlanHome Forward Summary of Proposed Revisions to the Section 8 Administrative PlanHome Forward Summary of Proposed Revisions to the Section 8 Administrative Plan

ChapterChapterChapterChapter Proposed Policy / LanguageProposed Policy / LanguageProposed Policy / LanguageProposed Policy / Language Current Policy / PracticeCurrent Policy / PracticeCurrent Policy / PracticeCurrent Policy / Practice

10101010 Housing assistance payments to the landlord on behalf of a Section 8 voucher participant

family moving out of an assisted unit

When a family moves out of an assisted unit, Home Forward will make a housing

assistance payment to the owner through the move-out date. If a family moves out of an

assisted unit on a day other than the last day of the month, Home Forward will prorate

the monthly housing assistance payment.

When a family moves out of an assisted unit, the owner may keep the housing assistance

payment for the month when the family moves out of the unit.

11111111 Adding adult household members

Families must request Home Forward approval to add an adult household member to

their Section 8 voucher.

For new participants, Home Forward requires successful lease-up for at least 6 months

before a request to add a household member will be received and reviewed. Home

Forward may waive the probationary period to add an adult on a case-by-case basis

upon written request from the family and with supervisory approval.

Home Forward will permit the permanent addition of adult household members only in

the following situations:

• If in a spousal-type relationship with the head of household

• If to provide live-in care for an elderly or disabled family member or to provide a

reasonable accommodation to a person with disabilities

Home Forward will not approve the addition of adults or family groups (adult and one or

more children) if not permitted as identified above.

Home Forward will not approve the addition of a new family or household member unless

the individual meets Home Forward’s eligibility criteria and documentation requirements.

Home Forward will not approve the addition of an adult unless the landlord has approved

their addition to the lease.

Families must request Home Forward approval to add an adult household member to their

Section 8 voucher.

For new participants, Home Forward requires successful lease-up for at least 6 months

before a request to add a household member will be received and reviewed. Home Forward

may waive the probationary period to add an adult on a case-by-case basis upon written

request from the family and with supervisory approval in the following situations:

• If in a spousal-type relationship

• If to provide live-in care for an elderly or disabled family member

• If caring for mutual children

Home Forward will not permit the addition of adults if not part of the household at initial

eligibility, if not included in portability documentation, or if not permitted through case-by-

case review as identified above. This includes parents, siblings, cousins, aunts, uncles and

any others.

Home Forward will not permit addition of family groups (adult and one or more children) if

not permitted through case-by-case review as identified above.

Home Forward will not approve the addition of a new family or household member unless

the individual meets Home Forward’s eligibility criteria and documentation requirements.

Home Forward will not approve the addition of an adult unless the landlord has approved

their addition to the lease.

Section 8 Administrative Plan – DRAFT

© Copyright 2011 Nan McKay & Associates, Inc. 1/14 Unlimited copies may be made for internal use.

Page 10-6

Housing Assistance Payments [24 CFR 982.311(d)]

When a family moves out of an assisted unit, the PHA may not make any housing assistance payment to the owner for any month after the month the family moves out. The owner may keep the housing assistance payment for the month when the family moves out of the unit.

If a participant family moves from an assisted unit with continued tenant-based assistance, the term of the assisted lease for the new assisted unit may begin during the month the family moves out of the first assisted unit. Overlap of the last housing assistance payment (for the month when the family moves out of the old unit) and the first assistance payment for the new unit, is not considered to constitute a duplicative housing subsidy.

PHA Policy

When a family moves out of an assisted unit, the PHA will make a housing assistance payment to the owner through the move-out date. If a family moves out of an assisted unit on a day other than the last day of the month, the PHA will prorate the monthly housing assistance payment.

When a family moves out of an assisted unit, and the owner has received a proper notice to vacate, the PHA will not make any housing assistance payment to the owner for any period after the date the family moves out.

PHA Policy (MTW)

In cases when a vacancy was unexpected or unforeseen (such as death or skip), and the owner has not received a proper notice, the PHA will make the housing assistance payment to the owner for an additional one-month period after the date the family moves out. The PHA will not bill the family for the amounts paid to the owner in accordance with policies in this section for an additional one-month payment to the owner after the date the family moved out.



Page 11-10

11-II.C. CHANGES IN FAMILY AND HOUSEHOLD COMPOSITION

New Family Members Not Requiring Approval

The addition of a family member as a result of birth, adoption, or court-awarded custody does not require PHA approval. However, the family is required to promptly notify the PHA of the addition [24 CFR 982.551(h)(2)].

PHA Policy

The family must inform the PHA of the birth, adoption, or court-awarded custody of a child in writing within 10 business days.

New Family and Household Members Requiring Approval

With the exception of children who join the family as a result of birth, adoption, or court-awarded custody, a family must request PHA approval to add a new family member [24 CFR 982.551(h)(2)] or other household member (live-in aide or foster child) [24 CFR 982.551(h)(4)].

When any new family member is added, the PHA must conduct a reexamination to determine any new income or deductions associated with the additional family member and to make appropriate adjustments in the family share of the rent and the HAP payment [24 CFR 982.516(e)].

If a change in family size causes a violation of Housing Quality Standards (HQS) space standards (see Chapter 8), the PHA must issue the family a new voucher, and the family and PHA must try to find an acceptable unit as soon as possible. If an acceptable unit is available for rental by the family, the PHA must terminate the family’s HAP contract in accordance with its terms [24 CFR 982.403].

PHA Policy

Families must request PHA approval to add a new family member, live-in aide, foster child, or foster adult. This includes any person not on the lease who is expected to stay in the unit for more than 14 consecutive days or 90 cumulative days within a 12-month period, and therefore no longer qualifies as a “guest.” Requests must be made in writing and approved by the PHA prior to the individual moving into the unit.

The PHA will permit the permanent addition of adult household members only in the following situations:

• If in a spousal-type relationship with the head of household

• If to provide live-in care for an elderly or disabled family member or to provide a reasonable accommodation to a person with disabilities

For new participants, the PHA requires successful lease-up for at least 6 months before a request to add a household member will be received and reviewed. The PHA may waive the probationary period to add an adult on a case-by-case basis upon written request from the family and with supervisory approval.



Page 11-11

The PHA will not approve the addition of adults or family groups (adult and one or more children) if not permitted as identified above.

The PHA will not approve the addition of a new family or household member unless the individual meets the PHA’s eligibility criteria (see Chapter 3) and documentation requirements (see Chapter 7, Part II).

The PHA will not approve the addition of an adult unless the landlord has approved their addition to the lease.

The PHA will not approve the addition of a foster child or foster adult if it will cause a violation of HQS space standards.

If the PHA determines an individual meets the PHA’s eligibility criteria and documentation requirements, the PHA will provide written approval to the family. If the approval of a new family member or live-in aide will cause overcrowding according to HQS standards, the approval letter will explain that the family will be issued a voucher and will be required to move.

If the PHA determines that an individual does not meet the PHA’s eligibility criteria or documentation requirements, the PHA will notify the family in writing of its decision to deny approval of the new family or household member and the reasons for the denial.

The PHA will make its determination within 15 business days of receiving all information required to verify the individual’s eligibility.

STAFF REPORTS

Contract # Contractor Contract Amount Description Department Execution Date Expiration Date

C1373 Northwest Masonry Restoration Co 5,540.00$ Holgate House Joint Sealant Repairs of Entire

Perimeter of Building, Emergency - Exempt from Bidding

DCR 12/5/2013 12/31/2013

C1368 Regional Arts & Culture Council 2,500.00$ Stephens Creek Crossing Art Program, RACC to

manage the artist selection process.DCR 11/13/2013 2/28/2014

T1333 Foster Pepper $ 175,000.00 On-call legal services, RFP 04/13-207 DCR 11/13/2013 7/31/2013

C1368 Regional Arts & Culture Council (RACC) $ 2,500.00 Stephens Creek Crossing Art Program, RACC to

manage the artist selection process.DCR 11/13/2013 2/28/2014

C1370 Ruth "Tasha" Harmon 10,500.00$ Community Compact, Coaching. Rent Assistance 11/15/2013 12/1/2015

C1367 Carlson Testing, Inc. 2,240.00$ Williams Plaza Masonry Repairs materials testing DCR 11/18/2013 3/31/2014

C1353 Ruth "Tasha" Harmon $ 10,540.00 Community Compact, Coaching. 3 Proposals

Solicited.Rent Assistance 11/19/2013 8/1/2013

C1356 Community Housing Resource Center (CHRC) 3,000.00$ Provide financial counseling and education for

clients and staff of Home ForwardRent Assistance 11/25/2013 9/30/2014

C1374 East Side Van & Storage $ 11,048.00 Staff Moves for Hollywood East and New Market

West, 3 Bids SolicitedDCR 12/5/2013 12/31/2013

C1371 Melles Counseling & Consulting $ 42,000.00 Culturally Specific Case Management for Adults

in the Urban Institute Demonstration Project, IRFP 10/13-230

Resident Services 12/6/2013 12/31/2014

C1346 First Light Films $ 4,000.00 Giving Hope a Home - add two interviews and

editing Executive 12/18/2013 1/31/2014

C1221-1 Michael Mangum Enterprises 31,200.00$ Humboldt Gardens Resident Services REO 11/15/2013 8/14/2014

C1353-1 Ruth "Tasha" Harmon $ 1,200.00 Community Compact, Coaching. The contractor

will add 1/2 hour to each workshop.Rent Assistance 11/19/2013 8/1/2013

C1346-1 First Light Films 4,000.00$ Giving Hope a Home - add two interviews and

editing Executive 12/18/2013 1/31/2014

C1329-1 M&M Construction 3,383.00$ Maple Mallory Apartments - Sewer Lateral

Replacement - Unforeseen conditions during the course of construction

DCR 12/19/2013 12/20/2013

C0362-6 Elation Systems, Inc 30,000.00$ Prevailing Wage software, $30,000 annual

renewal for Certified Payroll softwareDBS 12/19/2013 12/31/2014

C1330-1 Knighthawk Protection 1,050.00$ Stephens Creek Crossing - Security Patrol

ServicesDCR 12/20/2013 3/31/2014

PROFESSIONAL SERVICES

AMENDMENTS TO EXISTING CONTRACTS

Procurement & Contracts DepartmentMONTHLY CONTRACT REPORT

Contracts Approved 11/1/13 - 12/31/13

CONSTRUCTION SERVICES

HOUSEHOLDS SERVED

REPORT

Rent Assistance Vouchers - Home Forward Funded 9,324 7,422 1,259 Tenant Based Vouchers 01 - Tenant Based Vouchers 6,127 6,127 Project Based Vouchers 02 - Project Based Vouchers 1,295 1,295 Hi Rise Project Based Vouchers 643 Single Room Occupancy (SRO)/MODS 03 - SRO/MODs 497 497 Family Unification Program 73 73 Veterans Affairs Supportive Housing (VASH) 04 - VASH Vouchers 310 310 Rent Assistance - PORT IN From Other Jurisdiction 06 - Portability 379 8,945 379

Short Term Rent Assistance Programs 1,112 91 1,021 Shelter + Care 05 - Shelter Plus Care 553 553 Locally Funded Short Term Rent Assistance 468 468 MIF Funded Short Term Rent Assistance 6 6 Alder School 42 42 Work Systems Inc. - Agency Based Rent Assistance 11 43 43

Total Rent Assistance 10,436 7,513 2,280

Public Housing Units Occupied 1,962 1,962 Traditional Public Housing units Occupied 12 - Traditional Public Housing 1,290 1,290 Public Housing units Occupied - Local Blended Subsidy 13 172 172 Public Housing units Occupied - in Owned Affordable 14 - Public Housing in Affordable Owned65 65 Public Housing units Occupied - in Tax Credit Affordable 15 - Public Housing in Tax Credit Affordable435 435

Affordable Housing Units Occupied (excluding PH subsidized) 3,779 3,136 Affordable Housing Units - Tenant Based Vouchers 16 512 512 Affordable Housing Units - Shelter + Care 17 125 125 Affordable Housing Units - Project Based Vouchers 18 254 254 Affordable Housing Units - Hi Rise Project Based Vouchers 643

^ Affordable Housing Units - HUD Multi-Family Project Based 19 347 347 Affordable Housing Units - VASH Vouchers 20 62 62 Affordable Housing Units - Family Unification Program 21 5 5 Affordable Housing Units - Section 8 Port In 22 51 51 Affordable Housing Units - Unassisted 23 1,780 1,780

Special Needs 524 524 Special Needs Units (Master Leased) ** 288 288 Special Needs Shelter Beds (Master Leased) 236 236

Total Households Occupying Housing Units 6,265 1,962 3,660

Total Housing Supports Provided to Household 16,701 9,475 5,940 Household Occupying Affordable Unit/Receiving Home Forward Rent Assistance (1,652) (1,652) Total Households Served 15,049 9,475 4,288

Notes:^

Consists of Grace Peck Terrace, Multnomah Manor, Plaza Townhomes, Rosenbaum Plaza, Unthank Plaza** Special Needs are physical units as occupancy levels that are not reported to Home Forward by service providers master leasing these properties.

Households ServedHouseholds Served Through Housing Supports December 2013

Rent Assistance

Subsidized Housing Units

Moving to Work Programs

All Programs Non-MTW Programs

Public Housing Units Occupied *, 1,962 , 13%

Special Needs Units (Master Leased) **, 288 , 2%

Special Needs Shelter Beds (Master Leased), 236 , 2%

Affordable Housing Units Occupied -Unassisted, 1,780 , 12%

Affordable Housing Units Occupied -HUD Multi-Family Project Based

Subsidized ^, 347 , 2%

Households Receiving Rent Assistance and Occupying Affordable Housing Units

, 1,652 , 11%

Short Term Rent Assistance Programs, 1,112 , 7%

Households Receiving Rent Assistance Only , 7,672 , 51%

Total Households Served: Rent Assistance and Occupied Housing Units December 2013

^ Consists of Grace Peck Terrace, Multnomah Manor, Plaza Townhomes, Rosenbaum Plaza, Unthank Plaza

Total Households Served 15,049

** Special Needs are physical units as occupancy levels that are not reported to Home Forward by service providers master leasing these properties.

* Includes Local Blended Subsidy

DASHBOARD

REPORT

Home Forward - Dashboard Report For December of 2013

Property Performance Measures

1 40 40 0 1 0 15 15 10 0 0 40Occupancy

Number of Physical Rentable Vacant OccupancyProperties Units Units Units Percentage Studio/SRO 1 Bdrm 2 Bdrm 3 Bdrm 4 Bdrm 5+ Bdrm Total

Public Housing 34 1,345 1,345 13 99.0% 80 656 342 257 10 0 1,345Public Housing Mixed Financed Owned * 2 65 65 0 100.0% 0 15 40 10 0 0 65Public Housing Mixed Finance Tax Credit * 5 572 572 7 98.8% 275 93 90 62 45 7 572

Total Public Housing 41 1,982 1,982 20 99.0% 355 764 472 329 55 7 1,982Affordable Owned with PBA subsidy 5 349 349 5 98.6% 72 191 46 40 0 0 349Affordable Owned without PBA subsidy 19 2032 2,032 35 98.3% 813 563 447 186 23 0 2,032

Total Affordable Owned Housing 24 2,381 2,381 40 98.3% 885 754 493 226 23 0 2,381Tax Credit Partnerships 18 2,108 2,108 40 98.1% 782 537 421 210 141 17 2,108

Total Affordable Housing 42 4,489 4,489 80 98.2% 1,667 1,291 914 436 164 17 4,489Eliminate Duplicated PH Properties/Units -7 -637 -637 -7 -275 -108 -130 -72 -45 -7 -637

Combined Total PH and AH 76 5,834 5,834 93 98.4% 1,747 1,947 1,256 693 174 17 5,834Special Needs (Master Leased) 32 288 288Special Needs (Shelter Beds) 2 236 236

Total with Special Needs 110 6,358 6,358* property/unit counts also included in Affordable Housing Count

Financial 09/30/13Six months ending 9/30/2013

Properties Units Properties UnitsPublic Housing $226.09 $300.98 $527.07 $439.85 $110.79 -$23.57 10 531 24 814Affordable Owned $637.36 $220.71 $858.07 $516.57 $9.25 $332.25 16 1,519 8 862 14 2 4

Tax Credit Partnerships $500.51 $47.95 $548.46 $360.10 $8.50 $179.86 18 2,108 0 8 7 3

Public Housing Demographics

# of % of Average Average Unit Adults no Family with Elderly DisabledPublic Housing Residents Households Households Family Size Size Children Children Not Elderly

0 to 10% MFI 507 26.3% 2.2 1.8 13.1% 13.2% 0.8% 5.8% 9.0% 11.0% 1.4% 0.5% 0.6% 3.8%11 to 20% 770 39.9% 1.8 1.5 29.2% 10.7% 9.5% 19.6% 11.2% 21.2% 2.1% 1.2% 0.2% 4.0%21 to 30% 380 19.7% 2.2 1.7 12.7% 7.1% 6.2% 7.0% 4.5% 10.6% 0.9% 1.0% 0.3% 2.4%31 to 50% 215 11.2% 2.4 1.9 5.7% 5.5% 3.0% 3.0% 3.6% 4.7% 0.4% 0.4% 0.1% 2.0%51 to 80% 49 2.5% 2.6 2.0 1.3% 1.2% 0.3% 0.3% 0.6% 1.1% 0.0% 0.2% 0.1% 0.5%Over 80% 7 0.4% 3.3 2.4 0.1% 0.3% 0.1% 0.1% 0.3% 0.1% 0.0% 0.0% 0.0% 0.1%All 1,928 100.0% 2.1 1.7 62.0% 38.0% 19.9% 35.6% 29.2% 48.7% 4.8% 3.3% 1.3% 12.8%

Waiting List Not Reported0 to 10% MFI 4,568 37.4% 1.9 1.5 2.1% 12.0% 13.4% 15.6% 1.8% 0.9% 0.5% 2.2% 3.1%11 to 20% 2,642 21.6% 2.2 1.6 2.3% 9.1% 7.7% 9.6% 0.9% 0.9% 0.3% 1.3% 0.9%21 to 30% 1,366 11.2% 2.3 1.7 1.5% 3.9% 3.6% 5.0% 0.4% 0.7% 0.1% 0.8% 0.5%31 to 50% 892 7.3% 2.5 1.9 0.9% 1.7% 2.6% 3.0% 0.3% 0.4% 0.1% 0.6% 0.4%51 to 80% 170 1.4% 2.2 1.8 0.1% 0.3% 0.6% 0.6% 0.0% 0.1% 0.0% 0.1% 0.1%Over 80% 32 0.3% 2.6 1.9 0.0% 0.1% 0.1% 0.1% 0.0% 0.0% 0.0% 0.0% 0.0%All 9,670 79.1% 2.1 1.7 7.0% 27.0% 28.0% 33.8% 3.4% 2.9% 1.0% 5.0% 4.9%

* Race and enthnicity are not required fields on the Waitlist Application in YardiOther Activity

#'s,days,hrsPublic Housing

Names pulled from Wait List 108Denials 30New rentals 18Vacates 7Evictions 0# of work orders received 838# of work orders completed 734Average days to respond 8.5# of work orders emergency 1Average response hrs (emergency) 11

Per Unit Per Month

# of Properties DCR Not

Applicable

# of Properties not meeting

DCR

Asian

Race % (head of household)

SubsidyRevenue

TotalRevenue

PropertyRevenue

Unit Mix

NOI# of Properties/units Positive Net Operating Income (NOI)

Black African American

WhiteNative

AmericanHispanic/ Latino

Hawaiian/ Pacific Islnd

Fiscal YTD ending 9/30/2013

Operating Expensew/o HMF

# of Properties meeting Debt

Coverage Ratio (DCR)

# of Properties/units Negative Net Operating Income (NOI)

HAP Management Fees (HMF)

% Family Type (head of household)Households

1


Rent Assistance Performance Measures

Utilization and Activity

Average HUD Subsidy Remaining Waiting List Voucher Average HUD SubsidyVouchers Vouchers Utilization Voucher Over(Under) Waiting List Names New Vouchers Vouchers Inspections Utilization Voucher Over(Under) New Vouchers VouchersAvailable Paid Percentage Cost Utilized Size Pulled Leased Terminated Completed Percentage Cost Utilized Leased Terminated

Tenant Based Vouchers 6,909 6,510 94% $592 $492,030 3,042 20 6 18 557 98% $602 $3,000,634 180 525Project Based Vouchers 1,969 1,938 98% $539 $86,914 14 10 39 97% $551 -$185,975 888 175SRO/Mod Vouchers 512 497 97% $445 1 6 12 95% $442 -$1,849,771 129 114

All Vouchers 9,390 8,945 95% $572 $578,944 21 34 608 97% $584 $964,889 1197 814

Demographics

# of % of Average Average Unit Adults no Family with Elderly DisabledTenant Based Voucher Participants Households Households Family Size Size Children Children Not Elderly

0 to 10% MFI 1,056 16.8% 2.0 1.9 8.7% 8.0% 0.5% 2.0% 7.4% 7.5% 0.7% 0.5% 0.1% 0.7%11 to 20% 2,217 35.2% 2.1 2.0 22.8% 12.4% 9.0% 13.8% 11.8% 17.7% 1.1% 2.6% 0.2% 1.8%21 to 30% 1,796 28.5% 2.2 2.0 17.8% 10.7% 9.0% 11.2% 8.6% 16.3% 0.7% 1.6% 0.1% 1.3%31 to 50% 1,050 16.7% 2.9 2.4 6.5% 10.2% 3.1% 4.4% 6.5% 8.1% 0.3% 0.9% 0.1% 0.8%51 to 80% 169 2.7% 3.4 2.8 0.9% 1.8% 0.3% 0.4% 1.3% 1.1% 0.1% 0.1% 0.0% 0.1%Over 80% 11 0.2% 3.9 3.1 0.1% 0.1% 0.1% 0.0% 0.0% 0.1% 0.0% 0.0% 0.0% 0.0%All 6,299 100.0% 2.3 2.1 56.8% 43.2% 21.9% 31.8% 35.5% 50.7% 2.8% 5.7% 0.5% 4.8%

Waiting List Not Reported0 to 10% MFI 1,108 36.4% 1.7 0.9% 8.4% 13.5% 16.5% 1.6% 0.9% 0.6% 1.4% 2.0%11 to 20% 829 27.3% 2.1 2.7% 10.0% 8.8% 13.0% 1.1% 1.2% 0.3% 1.1% 1.7%21 to 30% 554 18.2% 2.4 2.5% 4.6% 5.5% 8.7% 0.5% 0.7% 0.4% 0.6% 1.8%31 to 50% 401 13.2% 2.6 1.6% 2.4% 4.1% 6.2% 0.3% 0.8% 0.2% 0.5% 1.1%51 to 80% 97 3.2% 2.7 0.3% 0.5% 1.2% 1.2% 0.3% 0.2% 0.1% 0.1% 0.1%Over 80% 53 1.7% 2.4 0.1% 0.5% 0.5% 0.8% 0.0% 0.2% 0.0% 0.1% 0.1%All 3,042 100.0% 2.1 8.2% 26.4% 33.6% 46.4% 3.7% 4.1% 1.7% 3.8% 6.8%

Short Term Rent Assistance

Shelter Plus Care 553 $331,973 $600Short Term Rent Assistance 559 $327,366 $586

Resident Services

Resident ProgramsHouseholds

Served/Participants

Congregate Housing Services Public Housing 94 $53,487 $569* as of previous month

Resident Services Coordination Public Housing 40 27 113 1784 175 97 193 3007

GOALS Program Public Housing 144 $185,816 2 0 $2,905 0 $0 $203Section 8 264 $344,782 10 4 $15,566 1 $0 $347

Crisis Intervention

Support System

Enhanced# Events

Terminations or Exits

Escrow $ Disbursed

Escrow $ Forfeited

Current Month Activity

Avg Annual Earned Income Increase Over

Last Year

# Event Attendees

% Family Type (head of household)

Current Month Status

Housing Program Served

Average Funds per Participant

# of Households Participating

$ Amount of Assistance Provided

Monthly Funding Amount

NewEnrollees

Average Cost per Household

# HH Transitioned

Health and Safety Stabilized

Calendar Year To Date

Black White Native Asian

Race % (head of household)

Hawaiian/ Hispanic

Households

# of Participants

Escrow $ Held

# HH Stabilized

# of Graduates

Unduplicated Number Served

2


Agency Financial Summary

Six months ending 9/30/2013

Subsidy Revenue $7,883,725 $19,524,784 $20,079,239 ($554,455)

Grant Revenue $362,456 $2,904,979 $6,408,089 ($3,503,110)

Property Related Income $1,332,919 $4,069,956 $3,749,264 $320,692

Development Fee Revenue $19,378 $0 $0 $0Other Revenue $263,372 $644,490 $948,139 ($303,649)

Total Revenue $9,861,851 $27,144,209 $31,184,731 ($4,040,522)

Housing Assistance Payments $5,512,991 $17,342,726 $17,124,492 $218,234

Operating Expense $2,953,165 $9,650,634 $9,315,621 $335,013Depreciation $646,865 $2,090,802 $1,947,189 $143,613

Total Expense $9,113,021 $29,084,163 $28,387,302 $696,861

Operating Income $748,829 -$1,939,954 $2,797,429 ($4,737,383)

Other Income(Expense) -$7,553,986 -$692,304 -$467,171 ($225,134)Capital Contributions $139,860 $444,882 $1,306,947 ($862,065)

Increase(Decrease) Net Assets -$6,665,298 -$2,187,376 $3,637,205 ($5,824,582)

Total Assets $195,372,827 $199,860,098 $197,664,131 $2,195,966

Liquidity Reserves $19,949,702 $25,363,551 $25,293,231 $70,319

Development/Community Revitalization

New Development / Revitalization Construction Construction Current Total Cost PerUnits Start End Phase Cost Unit

Stephen's Creek Crossing 129 Aug-12 Apr-15 Construction $51,636,304 $400,281Lifeworks Northwest 32 May-13 Aug-14 Finance Structuring $10,346,567 $323,330Mult County Health Dept Headquarters N/A May-15 Aug-16 Design Phase $38,765,667 N/A

Capital ImprovementHighrise Rehab - Group 1 258 Jan-15 May-16 Predev / Finance Structuring $29,837,231 $115,648

Gallagher 85Northwest Tower 173

Highrise Rehab - Group 2 396 Jan-15 May-16 Predev / Finance Structuring $28,867,636 $72,898Sellwood 110

Hollywood East 286Hollywood East - Roof Replacement N/A Apr-13 Aug-13 Construction $549,500 N/ACarlton Court Siding Replacement N/A Dec-12 Aug-12 Construction $428,293 N/AMaple Mallor Sewer Repairs N/A Mar-13 Jun-13 Construction $280,087 N/APH Portfolio Capital Needs Assmt N/A Jan-13 Dec-13 Construction $300,000 N/A

Prior YTDIncrease

(Decrease)Month

Fiscal Year to Date

3