HomeMy WebLinkAbout1992-03-17; Housing & Redevelopment Commission; 204; Section 8 Rental Assistance ProgramAB# aoY TITLE:
MTG. 3-i?-%% PURCHASE OF NAN MCKAY COMPUTER
PROGRAM FOR SECTION 8 RENTAL
DEPT. RED ASSISTANCE PROGRAM
RECOMMENDED ACTION:
HOUSING AND REDEVELOPMENT COMMISSION - AGENDA BI
Adopt Resolution No. &? 5 approving the purchase of Nan McKay Computer
Program and support hardware and software to facilitate the administration of the Section
8 Rental Assistance Program; and appropriating funds.
ITEM EXPLANATION:
Since FY 1987-88, the number of Section 8 voucher and certificate housing units issued to
the Carlsbad Housing Authority (CHA) from HUD has risen from 331 to 448, an increase
of 35%. During this time, there have been no staffing increases to keep pace with the
increased work load. It is expected that the City Council/Housing and Redevelopment
Commission will continue to direct staff to apply to HUD for additional units as they
become available each year.
In addition, ongoing changes in HUD regulations impact Section 8 housing operations.
For example, vouchers and certificates are now “portable.” In other words, a participant
may take a voucher or certificate issued by the Carlsbad Housing Authority to another
housing authority for rental lease-up. Another recent program change is that HUD is also
mandating that by 1993, all Section 8 housing authorities wishing to receive future funding
must develop and implement an ongoing “Family Self-Sufficiency Program.” These
changes to the Section 8 Program increase administrative functions which will significantly
impact the Housing Division’s ability to perform in a timely manner.
At the present time, administrative operations in the Housing Division are primarily
conducted manually. The implementation of computer support will increase the
administrative efficiency of the Section 8 Program. Increased efficiency of the Housing”
Division will allow housing staff to assume responsibilities currently handled by other city
staff; e.g., HUD budget development, financial reporting, housing unit inspections, etc.
Based on research conducted by Housing, Finance, and Information Systems offices, the
Nan McKay Computer Program is the best software for meeting the needs of our Section 8 Program. Nan McKay is considered the “industry standard” by HUD and other housing
agencies. In addition to their software, Nan McKay, located locally in La Mesa, CA, will
provide training, support and software updating services.
Implementation of the Nan McKay Computer Program in the Housing Division will coincide
with Information Systems’ efforts to link the Housing and Redevelopment Department with
the City-wide networking system. This will bring the Department in-line with other City
departments already networked to the City’s “main frame” computer thereby improving the
information flow throughout the City.
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FISCAL IMPACT:
There is no impact to the City’s General Fund. Adoption of the attached Resolution will
appropriate $27,800 from the unappropriated fund balance of the City’s Section 8 Housing
Program Operating Reserve Account, and authorize staff to proceed with purchase and
implementation.
The cost of the requested hardware and software is approximately $27,798, as shown
below:
Nan McKay Computer Program $ 12,963
Support Hardware (including cabling) 12,435
Support Software 1,400
Contingencies 1,000
This amount includes the Housing Authority’s portion of costs associated with connection
to the City-wide networking system.
EXHIBITS:
1 - Resolution No. do 5 approving the purchase of Nan McKay Computer Program and
support hardware and software to facilitate administration of the Section 8 Rental
Assistance Program, and appropriating funds.
STAFF REPORT
ATTACHMENT TO AGENDA BILL
SUBJECT:
Purchase of Nan McKay Computer Program for the Section 8 Rental Assistance
Program.
RECOMMENDATION(S1:
1. Purchase the Nan McKay Computer Program with support hardware and software
to assist current staff in administration of the Section 8 Rental Assistance
Program; estimated cost is $25,810 (Attachment #2).
2. Incorporate the city-wide networking of the Housing and Redevelopment
Department in conjunction with the implementation of the Nan McKay Computer
Program.
ISSUES:
How can the Housing and Redevelopment Department maintain efficient administration
of the City’s Section 8 Rental Assistance Program during the ongoing growth of the
program while postponing/delaying the need to hire additional staff7
HISTORY:
There are several factors influencing the need to revise the current administration of the
Section 8 Rental Assistance Program:
1. Increase in Housing Units. Since FY 1987-88, the number of voucher and
certificate housing units issued to the Carlsbad Housing Authority (CHA) from
HUD has risen from 331 to 448, or an increase of 35%, with no staffing increases
(Attachment #3).
It is expected that the City Council will continue to direct staff to apply to HUD
for additional units as they become available each year. This will result in an
ongoing expansion of the program thereby increasing the need for more efficient
use of staff time and administrative support, if we are to hold the line on any new
positions.
2. Changes in HUD Regulations. Ongoing changes in HUD regulations impact
Section 8 housing operations. For example, vouchers and certificates are now
“portable.” This portability allows a participant to take a voucher or certificate
issued by the Carlsbad Housing Authority to any other housing authority in the
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State for rental lease-up. Additional administrative functions resulting from
portable units have significantly impacted our ability to perform in a timely
manner. E.g., processing of invoices from other housing authorities, processing of
billings to other housing authorities, monitoring the location of portable
vouchers/certificates, etc.
3. Staffing Levels. As stated above, in the past five (OS) years the number of
vouchers and certificates issued to the CHA from HUD has risen 35%. During
this time no new staffing for the housing program has occurred to handle the
increased workload resulting from the increase in housing units. Based on recent
annual awards of vouchers and certificates from HUD, the Section 8 program may
continue to increase at a faster rate than in previous years.
To augment staff time required to run the expanding housing program, there has
been an increase in reliance on staff in other City departments. For example,
since July 1 of this year, 1,350 hours of redevelopment staff time from the
redevelopment agency has been used to assist in administration of the housing
program. As a comparison, one full time staff person equals 1.200 hours over this
period of time.
ANALYSIS/DISCUSSION:
The Housing and Redevelopment Department evaluated the following housing program
software:
J Nan McKay Computer Software
J H.O.M.E.S. (New Dimensions Corporation)
J Lindsey and Company
J Housing Management Solutions
Of the above evaluated programs, the Nan McKay Computer Software was the only
program that met all of our needs.
In addition, our office contacted ten other housing authorities to determine what housing
program software they used. Five of these agencies reported using the Nan McKay
Computer Software, four use their own in-house designed programs and one uses Data Dimensions Software. All those using the Nan McKay Software reported good results.
The Data Dimensions Software requires a “main frame” computer.
Page 3
Staff recommends the purchase of Nan McKay Computer Software over other available
software packages for several reasons:
1. Knowledee of HUD regulations. The software is updated to reflect changes in
‘HUD regulations and guidelines through an updating service. These updates are
often distributed to member Housing Authorities before the actual notices from
HUD are sent.
2. Recognized bv HUD as the “industfY standard.” HUD auditors recognize the
value of work sheets and financial balance sheets prepared using Nan McKay
Software. HUD is willing to accept reporting documents printed directly with this
software. This facilitates the ongoing auditing process. HUD will often send its
employees to training seminars being presented by Nan McKay.
3. Support Services. Nan McKay’s office is located locally in La Mesa, CA. Support
services are available for the computer software and Section 8 program
administration in general.
The Nan McKay Software will facilitate the streamlining and efficient running of the
Section 8 Rental Assistance Program while delaying or postponing the need to increase
administrative staffing support. Additionally, the program will allow us to perform many
more functions within our department and minimize the workload on other City staff.
Attachments
ATTACHMENT # 1
Nan McKay & AsSOCiat8S, Inc. 3855 Avocado Boulevard, Suite 110 'La Mesa, California 91941-7382 800-783-3100 / 619-670-3100 FAX 619-670-3169
ORDER FORM prices effective 6/27/91; subject to change without notice.
1
, SOFTWARE PRIGS. QTY i
PHA Manager single-user ! $2,500.00
upgrade to multi I $3,495.00 /
multi-user $5,995.00
Application/Waiting List single-user $1,895.00
upgrade to multi $1,600.00 1
multi-user $3,495.00 1
Payments Manager single / multi $1,495.00
PHAM8mo single / multi l $495.00 1
PHA Spreadsheet single / multi. * $495.00
* Plus cost of WordPerfect or PlanPerfect, call for quote
Total soft-dare price $11,975.00 /
Sales tax (8.25% CA only) $987.94
TOTAL $12,962.94 I I
Please fill in the following information:
PHA name:
Contact person:
Address:
l Thank you for your order! *
ATTACHMENT #2
. HOUSING NEIWORK ESTIMATE
Hardware Housing Redevelopmemt
File Server
ALR 388125
300 MB hard drive, 8mb RAM
Mono monitor
16-bit network card
Tape drive
9600 baud modem
UPS
Synoptic 2810 12 port hub
Network cards - 10 pak
Cabling - 1 SO/drop
WMIN board
PC/router
Software
Netware 2.15 unlimited
DaVinci email 1 O-user
LAN Sight
LAN Spool
Sabre menu
WP server
123 server
Harvard server
Async router software
Nan/Mckay software
3,700.oo 0.00
1,700.00 0.00
200.00 0.00
400.00 0.00
1,850.OO 0.00
865.00 0.00
800.00 0.00
1,400.00 0.00
920.00 1,380.OO
600.00 1,050.00
0.00 750.00
0.00 1 ,100.00
12,435.OO 4,280.OO
1,400.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
11,975.oo
13,375.oo
0.00
300.00
300.00
300.00
210.00
251 .OO
570.00
399.00
300.00
0.00
2,630.OO
Project Totals 25,810.OO _ 6,910.OO
AlTACHMENT #3
CARLSBAD HOUSING AUTHORITY
HISTORY OF HOUSING UNIT ISSUANCE
AS OF FEBRUARY 11,1992
Fiscal No. of No. of Total Percent
Year Certificates Vouchers Units Increase
1987188 306 25 331 0.0%
1988/89 306 25 331 0.0%
1989/90 333 25 358 0.2%
1990/g 1 349 41 390 8.9%
1991/92 378 70 448 14.9%
Net Percent Increase Over 5 Years 35.3%
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RESOLUTION NO. 205
A RESOLUTION OF THE HOUSING AND REDEVELOPMENT COMMISSION OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING THE PURCHASE OF NAN MCKAY COMPUTER PROGRAM WITH SUPPORT HARDWARE AND SOFTWARE FOR ADMINISTRATION OF THE SECTION 8 RENTAL ASSISTANCE PROGRAM
WHEREAS, the Housing and Redevelopment Commission has
agreed that the Nan McKay Computer Program will enhance the
Housing and Redevelopment Department's ability to administer
the Section 8 Rental Assistance Program; and
WHEREAS, Nan McKay and Associates is the sole source
vendor for the necessary computer software; and
WHEREAS, the total cost of the Nan McKay Computer Program
including support hardware and software is $27,798; and
WHEREAS, funding in the amount of $27,800 is available in
the Wnappropriated Fund Balance" of the Section 8 Rental
Assistance Program Operating Reserve Account.
NOW, THEREFORE, BE IT HEREBY RESOLVED, by the Housing and
Redevelopment Commission of the City of Carlsbad, California, . r as follows:
1. That the above recitations are true and correct.
2. That the purchase of the Nan McKay Computer Program
including support hardware and software is approved.
3. That the amount of $27,800 is hereby appropriated from
the Section 8 Rental Assistance Program Operating Reserve
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1 Account Unappropriated Fund Balance as follows to Account No.
2 131-840-3330-2667.
3 PASSED, APPROVED; AND ADOPTED at a regular meeting of
4 the Housing and Redevelopment Commission of the City of
5 Carlsbad, California held on the 17th day of March , 1992,
6 by the following vote, to wit:
7 AYES : Commissioners Lewis, Kulchin, Larson, Stanton and Nygaard
a NOES : None ,
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ABSENT: None
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ATTEST: 13
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