SOUTHEAST REGIONAL CAPITAL ASSISTANCE TEAM 2017 ANNUAL REPORT

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1 SOUTHEAST REGIONAL CAPITAL ASSISTANCE TEAM 2017 ANNUAL REPORT

2 Director s Summary: Dear Friends, It is a pleasure to share with you some of the exciting progress we have made at the Southeast Regional Capital Assistance Team in These accomplishments were, in most cases, the realization of earlier visions, with months or years of hard work taking place prior to their fruition. That hard work makes it especially rewarding to see the program progressing forward in a positive direction. While we have achieved a lot within the past year, we are not resting on our achievements. Our goal is to continue with the progress that has been made and improve upon our delivery of the RCAT program. This year s report highlights the programs activities, accomplishments, partnerships and future goals. I encourage you and other members of the community to take a moment to review this report and share our enthusiasm. I would also like to thank the Board Members, Executive Directors, Department of Housing and Community Development staff, co-workers and peers for their hard work and support throughout the year. John Massey John Massey Director of Southeast Regional Capital Assistance Team 1 P a g e

3 Our Team The Southeast RCAT has over 40 years of combined experience in construction and affordable housing industries including: direct construction, affordable housing development, facilities maintenance operations, and capital planning and project management. Adrienne Danner RCAT Project Manager Greg Caswell RCAT Project Manager P a g e

4 Kate Ferreira RCAT Project Manager Molly Parris RCAT Modernization & Procurement P a g e

5 Advisory Board: Thank you! I would like to thank all our Board Members for taking the time out of their busy schedules and supporting our program. Your willingness to volunteer shows your commitment and dedication to our industry and the residents we serve. John Massey Mr. Adam Brothers, Canton Housing Authority Mr. Rick Brouillard, Department of Housing and Community Development Designee Mr. Michael Collins, Scituate Housing Authority Mr. Albion Fletcher Jr., Braintree Housing Authority Ms. Diana Kelly, Maloney Properties Inc. Mr. Rick Leco, North Attleboro Housing Authority Ms. Nanette Perkins, Sandwich Housing Authority Ms. Krisanne Sheedy, Easton Housing Authority Ms. Annie St. John Joseph, Randolph Housing Authority Mr. Mark Teehan, Franklin Housing Authority Mr. Michael Young, Norton Housing Authority Ms. Lillian Ricketts, Taunton Housing Authority We appreciate your commitment Thank you! 4 P a g e

6 RCAT Services Needs Assessments, The Southeast RCAT continues to improve on the data within the Capital Planning System (CPS) through the needs assessment process. Needs assessments are a cyclical, neverending task once performed by outside vendors and the Authority, now performed annually by the RCAT Project Manager. Each Project Manager schedules a site visit with every Authority to perform an annual needs assessment, usually one to two months before the next Capital Improvement Plan is due. With every visit they become more familiar with each property, gaining firsthand knowledge which allows them to apply a real personal touch to every Capital Plan. They also have the opportunity to visit different properties throughout the year while managing construction projects and are vigilant throughout these visits, always evaluating the condition of the properties and planning for the next project. 5 P a g e

7 Capital Planning System The capital planning system (CPS) is a web-based state-wide inventory condition assessment and capital project planning system developed by the Department of Housing & Community Development (DHCD) and their consultants. CPS records and stores the data of the conditions of every significant capital component at every Authority properties throughout the State. RCAT Project Managers verify and update the data in CPS as they perform their needs assessments. CPS becomes a vital tool for planning and creating rough estimates of current replacement costs to those components or systems that have or are nearing the end of their estimated useful life expectancy. Projects and first draft budgets are created in CPS and then used to create the first draft of the upcoming Capital Improvement Plan (CIP). The RCAT Project Manager collaborates with the Authority s Executive Director to prioritize the projects and develop a plan that fits the Authority s budget. Project Manager Kate Ferreira and Canton Housing Authority Executive Director Mark Roy discussing a repair and re-painting project at Hemenway in Canton Massachusetts. 6 P a g e

8 Capital Improvement Plan Once the needs assessments are complete and the data in CPS has been updated it s time to create the next annual Capital Improvement Plan in the Capital Improvement Management System (CIMS). CIMS is another web-based system also created by DHCD. The CIMS system allows the RCAT PMs to choose projects, assign funding sources and direct project spending to specific fiscal years to create the Authority s next five-year Capital Improvement Plan. Once the first draft plan is constructed the PM forwards it to the Authority s Executive Director. The Executive Director will review the draft plan with its Local Tenant Organization and then to the Authority s Board of Commissioners for their approval. The Executive Director then submits the plan to DHCD for final approval. I m pleased to report that the Southeast RCAT has and continues to improve upon the processes of performing needs assessments, creating projects and developing new plans. These services provide each Authority with meaningful assistance with their modernization program. Our goal for the above listed procedures this year will be to continue to partner with each Authority s Executive Director and continue to provide firsthand knowledge and personal assistance with all capital improvement activities. 7 P a g e

9 Projects Management Upon CIP approval, the PM will transition from project planning to project implementation. The PM responsibilities and involvement will vary depending the size and complexity of each project. Over the past year our team has provided all phase responsibilities, monitoring projects for adherence to procurement laws, schedules, specifications, and budget for projects with estimated construction costs between ten-thousand and fifty-thousand dollars. Our RCAT PMs act as the modernization department for all PLHA s on projects of this size. Our team s approach starts and finishes with weekly meetings to discuss the status of each project. The number of projects on the list is constantly fluctuating, projects are closing while new projects are added as Capital Plans are approved. Other projects are created and added as unforeseen conditions arise throughout the year. Over the past year there has been an average of seventy projects on the Southeast RCATs projects list at all times. The status of each project varies from planning, in-design, bidding, under contract and closing Each project begins with an evaluation that will identify its priority and complexity. The priority of the project must be weighed against the current list of projects and its own urgency. Other considerations are given to the type of work, time of year, Authority s fiscal year end, spending benchmarks etc. The complexity of the project is discussed to determine if a Designer will be needed to complete the project or any portion of the project. The RCAT PM will obtain the services of a Designer for complex projects as needed and will continue to manage the project for the Authority. The Southeast RCAT also writes in-house specifications and bids out projects that are considered not to be complex without the use of a Designer. This effort reduces the total cost of some projects to maximize the Authority s limited funds. I m pleased to report that the Southeast RCAT started writing specifications and biding projects in March To date our team has written specification without a Designer for 32 projects, 21 in in the first quarter of Our project goals for this year are set high with the anticipation of providing greater assistance to the Authorities for projects over fifty-thousand dollars while continuing to provide all phase responsibilities for the ten to fifty-thousand-dollar projects and assistance with projects that are under ten-thousand dollars. 8 P a g e

10 Well written specifications may not always produce a successful project but a successful project will most always be the results of well written specifications. A few samples of specifications produced by the Southeast RCAT. Before After 9 P a g e

11 Our Mission To preserve and improve on the conditions of state public housing properties by providing local housing authorities with technical assistance and support in executing their annual capital improvement plans, maintenance plans and modernization projects. To bring innovation and economies of scale through managed planning and coordination of resources that enhances the performance and efficiencies of local housing authorities. Should we switch Our Mission to the bottom of the page so that your spec examples are together? Before After 10 P a g e

12 Out Reach and Group Trainings: The RCATs conducted a survey to identify training topics that are of interest to all LHAs in the State of Massachusetts. The survey was administered using SurveyMonkey and the questions were collaboratively drafted by and between the three RCATs and DHCD. The survey was conducted from May 31, 2017 to July 7,2017. Invitations were sent to 232 addresses. We received a total of 146 responses: 140, 95.6% completed and 6, 4.1% partial completions. The results of the survey identified two topics Managing Construction Projects and How to write specifications and bid projects under $10,000. A training and presentation on these two topics were given on November 13, 2017 at the Massachusetts Chapter of the National Association of Housing & Redevelopment Officials, (MassNAHRO) fall conference. MassNAHRO is a membership association of local housing authorities, community development agencies and housing and redevelopment officials. Its purpose is to be the leading housing and community development advocate for the provision and preservation of adequate and affordable housing for those with low and moderate incomes, and to enhance the professional development and effectiveness of their members. The Southeast RCAT extends our sincere appreciation to MassNAHRO and its members for their continued support and hard work throughout the year. Again, with their support, the RCATs will deliver their next training on May 22, 2018 at the MassNAHRO Annual conference held in Falmouth, MA. This training will focus on the development and rollout of a maintenance plan. 11 P a g e

13 Leveraging and Securing Additional Funds In September the RCATs began to implement a program that can assist Authorities with maximizing their resources for capital improvement projects. The RCATs developed an operational manual which gives an overview of the many sources of additional funding available, and how to initiate the application processes. The manual is posted on the RCATs website and is updated from time to time as the RCATs continue to research for additional sources of funding as it becomes available. Many of the funding sources come through Local, State, and Federal grant programs. While the Authority typically applies for these grants themselves, the RCAT PM provides support in compiling the developmental data these applications typically require, reviews the grant applications and accompanies the Authority to grant hearings. The RCAT PM will also create projects in CPS, cost estimates, narratives and include it in the Authority s five-year plan. I m pleased to report that this program is off to a very promising start with the Southeast RCAT already assisting Acushnet, Bourne, Brewster and Nantucket Housing Authorities with submitting applications for Community Preservation Act (CPA) funds. Collectively these four grants total over $700,000 dollars. Nantucket received approval in April and the other three Authorities are soon to follow. The Southeast RCAT will continue to provide direct assistance to Authorities in applying for additional funds with the goal of maximizing their resources for capital improvement projects and to continue to improve upon these services. 12 P a g e

14 2018 Looking Forward Our Advisory Board continue to meet quarterly with our Executive Director, Collen Doherty, and myself to discuss the performance of the program and any issues that may arise. The meetings take place at the Taunton Housing Authority s administration office located at 30 Olney Street, Taunton, MA Our first meeting of the year took place on April 11, Upcoming Advisory Board meetings; Wednesday July 11, 2018 at 3:30 pm. Wednesday October 10, 2018 at 3:30 pm. Wednesday January 9,2019 at 3:30 pm. Over the next twelve months, the RCATs will continue to work with DHCD to develop a pilot bulk procurement program that complies with laws, regulations and guidelines applicable to state-aided housing programs. The team will continue to research and develop scopes for purchasing items in bulk, bidding capital projects and service contracts that lend themselves to lower pricing through economies of scale. Contacting the Southeast RCAT You will find our web page by going to rcat.tauntonhousing.com You will find this site to be a great resource for obtaining RCAT program information. Including our contact information, useful links, procurement opportunities and much more. 13 P a g e