OC Housing Authority minutes 111616

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Financial Report Ms. Spencer-Horsley reviewed the financial and HCV program summary report that had been sent out with the OCHA meeting Minutes and Agenda. There were 565 vouchers since the last of October 2016, Ms. Spencer-Horsley explained that the numbers on the printed report under HAP contracts on the street are incorrect and the software vendor will be coming for training next month and she expects this will be addressed along with other glitches that she and staff have identified in the HCV Elite system provided by Emphasys, the software company. She stated that 77 applications were pulled from the waiting list and about a third of the voucher holders had found places to rent. She stated that she is still waiting for the county Finance Department to get the HUD HCV financial report numbers reconciled; the process Finance has indicated is near complete. HUD has provisionally accepted the numbers and asked for one more adjustment. The annual financial audit report had not been submitted to HUD in over four years creating a challenge in going back and making sure all the numbers are reconciled. Upon completion of that process and acceptance of the final reports by HUD, Ms. Spencer-Horsley stated related adjustments in VMS may be required. j f Other Staff Reports I Ms. Audrey Spencer-Horsley shared with the OCHA Board that she has looked at a few sample resolutions and that she plans to start with the Resolution format with the January 2017 meeting for action items by the OCHA. Jean Bolduc suggested staff look at the Durham Housing Authority's format, which Ms. Spencer-Horsley stated she had. Ms. Spencer=Horsley reminded and asked the OCHA Board members who had not to review the webinar from HUD. Ms. Bolduc suggested the OCHA Board meet and go through the webinar together. r: Overview for Updating and Amendment of the OCHA Administrative Plan for the HCV Program Alicia Jones reviewed the existing Administrative Plan and the process and format for updating and amending the current Plan. She provided a handout that outlined the changes and timeline for review and comments. The purpose for the Administrative Plan she stated is to establish written guidance b p P � Y public housing authorities' (PHAs) for the administration of their local Housing Choice Voucher Program in compliance with federal statutes and HUD regulations. Ms. Jones explained the changes recommended in the current Plan as follows: The Administrative Plan is 17 chapters and 9 chapters include HUD mandated changes. Anything in red is HUD mandated. She explained the projected timeline for the adoption of the updated plan. The last update was February 20, 2013. She reviewed Chapters 1-6. She indicated that Chapters 7-9 will be given to the OCHA Board on December 7, 2016 and then members will receive a matrix that summarizes the issues that have been identified with recommended changes. Ms. Jones asked that any questions be sent to her and to copy Ms. Audrey Spencer-Horsley. Ms. Jones and Ms. Spencer-Horsley will discuss any questions or comments received at the next OCHA meeting. Ms. Bolduc stated that at the OCHA February meeting, a public hearing can be held on the updated plan and the OCHA could take action at its March meeting.