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Housing Authority of the Town of Seymour
2004 Annual Report
Occupancy
Rev. Callahan House 2004 Year-to-Date Vacancies 16
Through November 30, the Rev. Callahan House experienced a total of 16 vacancies during 2004. The Callahan House
experienced 229 total vacancy days since January 1, 2004. Of particular challenge to staff and management was to obtain
occupancy during the period of August and September. We experienced 11 turnovers during these two months. By using the
HUD PHAS Management Operation formula to calculate vacancy percentage, vacancy day percentage would be calculated as
follows: 80 units X 365 days = 29,200 days available; 229 days/ 29200 days available = 0.7842% percentage through
November 30, 2004.
The following chart documents the record of vacancy turnover and the numbers of day’s units were vacant. Six of these unit
turnovers were transfers for medical reasons or reason of single residents being over-housed in one-bedroom units.
Average number of vacancy days per vacancy 14.31
Norman Ray House 2004 Year-to-Date Vacancies 9
Through November 30, the Norman Ray House experienced 9 vacancies during 2004. Ray House has experienced 163 total
vacancy days since December 31, 2003. By using the HUD PHAS Management Operation formula to calculate vacancy
percentage, vacancy day percentage would be calculated as follows: 40 units X 365 days = 14600 days available; 163 days/
14600 days available =1.1164% percentage through November 30, 2004.
The following chart documents the record of vacancy turnover and the number of day’s units were vacant.
Average number of vacancy days per vacancy: 20.38
State Moderate Rental 2004 Year-to-Date Vacancies 7
The Moderate Rental Program experienced 7 vacancies during 2004. MR experienced a total of 343 days vacancy since
November 17, 2003. Moderate Rental averaged 42.88 days per vacancy turnover through November 30, 2004. By using the
HUD PHAS Management Operation formula to calculate vacancy percentage, vacancy day percentage would be calculated as
follows: 81 units X 365 days = 29,565 days available; 343 vacancy days / 29,565 days available = 1.160% percentage through
November 30, 2004.
The following chart documents the record of vacancy turnover and the number of day’s units were vacant.
Average number of vacancy days per vacancy: 42.88
Section
2
Mission
The Seymour Housing Authority continued to facilitate the transformation of the Authority and to prepare for its future and to live
up to the Authority’s Mission Statement as follows:
MISSION STATEMENT
It is the mission of the Housing Authority of the Town of Seymour to: affirmatively further fair housing; assist low and moderate-
income families to meet their housing or housing assistance needs; provide safe, decent and affordable housing; and, to
advocate and promote housing opportunities in the rental, homeownership and assisted living affordable housing markets for
the Seymour community and the jurisdiction for which it serves.
This simple statement describes the character of the Seymour Authority, our vision and sets the tone for how we will conduct
business. By adopting this statement, the Board of Commissioners affirmed our commitment to grow and change as our
industry evolves.
Affirmatively Furthering Fair Housing
The State of Connecticut’s Consolidated Plan is used as the source for compliance in matters of planning as a result of
Seymour Housing Authority not being located in an enterprise zone.
The State of Connecticut developed an Analysis of Impediments which include:
Limited State funding for affordable housing development efforts
The need for additional training and resources for fair housing monitoring and enforcement
Lack of technical support to local housing groups and other customers regarding application of fair housing requirements
Market conditions that impact the effectiveness of the Rental Assistance Program because of the low rent levels allowed under
the program, the high percentage of income tenants are required to pay for rent, and the program’s overall level of funding
Lack of feasible funding applications by housing developers that prioritize fair housing according to the allocation schemes of
state housing funding including the Low Income Housing Tax Credit allocation plan
The need for additional CDBG program monitoring in the area of fair housing,
Lack of planning funds to support developers in communities where opposition to fair housing delays projects to the point of
unfeasibility
Limited mass transportation throughout the State,
Need of funding for fair housing testing and mobility counseling programs, and
Finally the knowledge of state employees regarding fair housing laws and responsibilities was extremely low
State of Connecticut Analysis of Impediments Recommendations:
The State strategy includes the following objectives:
Expand training across agency lines of state employees in the area of fair housing
Fair housing outreach and education activities
Monitoring and enforcement of fair housing laws and policies
Infrastructure and other improvements to promote diverse communities
Increasing the supply of affordable housing
Increasing housing access for protected classes
Seymour Housing Authority Strategy :
The Seymour Housing Authority employs an Executive Director whose position description includes the responsibilities of the
Authority’s Fair Housing Officer. This individual has been trained in the areas of fair housing opportunity, creating diversity in
population across a broad range of race and income, and providing an outreach effort. In an effort to promote and secure fair
and affordable housing the Seymour Housing Authority has developed its own comprehensive agency plan to provide solutions
to the concerns identified in the State Consolidated Plan relative to impediments or barriers to Fair Housing. The Seymour
Housing Authority operates its programs as required by State and Federal Guidelines, and by its nature complies with many
regulated Fair Housing requirements. In conjunction with federal and state findings and mandates, the Seymour Housing
Authority seeks to overcome the effects of impediments to fair housing, remedy discrimination and promote fair housing rights
and choices.
The Seymour Housing Authority’s Fair Housing Strategy includes the following:
Continue efforts to improve existing affordable housing stock as outlined in the Seymour Housing Authority’s Agency Plan. Rent
Roll research of household income levels would document the fact that thirty two percent (32%) of our residents are at or below
poverty income levels.
Adapt the Seymour Housing Authority's housing stock and program resources to more closely meet the housing needs and
markets identified in our 1999 housing needs assessment as completed by Scott Kenny Associates. Develop a new 58 unit
independent elderly complex to be located on Town property located at Pine Street leased to the Authority. After construction
completion, rehabilitate the Federal elderly LIPH by combining efficiencies & creating an all one-bedroom complex comprised of
50 units. This would require a change in density from 80 units to 50 units. Also rehabilitate the State of Connecticut Elderly
complex Norman Ray House by combining efficiencies & creating all one-bedroom units. All units would be designed to meet
Americans with Disabilities Act (ADA) and Section 504 accessibility and adaptability requirements.
Assist our community to increase the availability of affordable, suitable housing for families in the very-low income range, cited
as a need in the State’s Consolidated Plan by following our management and affirmative marketing goals.
The Seymour Housing Authority is developing an Assisted Living facility in Seymour. SHA Development Corp., a Seymour
Housing Authority subsidiary will construct a 56-unit facility on property adjacent to the Rev. Callahan House during 2005 with
funding made available from Connecticut Housing Finance Authority (CHFA) and Department of Economic and Community
Development. This funding includes State Bond funds, Federal Low Income Housing Tax Credits, State of Connecticut Housing
Tax Credit Contribution funds, and CHFA Loans. The entire complex will meet all American with Disability Act as well as Section
504 requirements relative to handicap accessibility and adaptability. This funding is part of a State of Connecticut PILOT
Demonstration program to provide affordable opportunities for seniors to costly Long Term Care Facilities. The PILOT
Demonstration program provides rental subsidies (RAP) of up to $550 per unit per month. These units are required to be and
will be affirmatively marketed in accordance with the adopted Affirmative Marketing Plan.
The Seymour Housing Authority will continue to apply to HUD for Section 8 Housing. Once granted program, we will endeavor to
keep occupancy above 97%. The Seymour Housing Authority has applied for 20 units of Section 8 subsidized units for disabled
families and was turned down by HUD due to a HUD administrative error. Upward of sixty units of Section 8 Housing is being
administered in our community by the Ansonia Housing Authority. The Town of Seymour is providing municipal services to the
families in these units and the Housing Authority of the City of Ansonia is administering these units for fees. The Seymour
Housing Authority seeks the financial stability of a Section 8 program so it may strengthen its own community-based services.
The Seymour Housing Authority has applied to HUD for ROSS Grant funding to provide a Resident Services Coordinator
Program. This three-year program will provide services and linkages to services for the Seymour Housing Authority’s elderly
population. The Seymour Housing Authority houses approximately 358 people in its housing stock, of which 269 are adults and
89 children under the age of 18. Of the total housing authority population, 38% are elderly and/or disabled. 12% of the total
population qualifies as Young Disabled Residents. This number is anticipated to grow exponentially, as witnessed by the
Seymour Housing Authority’s waiting list. To examine the situation further, 32% of Seymour Housing Authority’s residents’
incomes are at or below poverty level. Providing a Resident Services Coordinator would increase the senior and young
disabled residents’ opportunity for self-sufficiency and improve the opportunity to age in place, without the need for long term
care facilities.
The ROSS RSDM – elderly is designed to work with a wide range of community partners. The program was strategically
formulated to promote and meet the needs of residents as well as to educate the greater community about the housing authority
and it’s population in order to dissipate negative stereotypes that cause discrimination and otherwise adversely effect those who
live in, or desire to apply for, public housing.
Annually, the Seymour Housing Authority evaluates its housing stock and seeks accessibility and adaptability issues. A “504”
self-assessment is required by HUD each year. The physical barriers are identified and placed in the Authority’s five year
Capital Fund Plan.
The Seymour Housing Authority participates in the State Elderly Rental Assistance Program (RAP). In Its sixth year of
participation, the Authority recognizes the shortfalls of RAP as identified in the State Consolidated Plan and more. Participants
requiring RAP assistance that join our rent rolls between program years are not allowed to participate in the subsidy until the
new year is started. Funding is also a function of yearly legislation. The Seymour Housing Authority corresponds and
discusses these shortfalls with its Legislators on an ongoing basis.
Seymour Housing Authority Actions Taken:
The obvious benefit to the promotion program will be to establish the Seymour Housing Authority as a household name in the
community, as the low-income elderly housing provider of choice.
Through the continual efforts to improve its housing stock, the Seymour Housing Authority addresses the high cost associated
with developing affordable housing. The existing stock could not affordably be replaced. Neither HUD nor the State of
Connecticut has affordable housing production funds available for Housing Authorities. This funding has been absent for many
years. As a result the Housing Authority is forced to be creative and reach out to other sources of funding such as CHFA, Low
Income Housing Tax Credits, the Connecticut Housing Tax Credit Contribution funds, and State Bonding.
New construction and rehabilitation of existing stock provides the opportunity to create ADA and Section 504 compliant housing
stock.
Certainly the success of the Seymour Housing Authority’s efforts will ensure long-term viability of its programs. Thirty-two
percent (32%) of our housing stock is occupied by households with incomes at or below poverty levels. This documents our
effectiveness to accommodate low-income needs of our community.
As a Housing Authority, our regulatory over-site partners, HUD, DECD, and CHFA require program and management policy to
administer our programs and house individuals without discrimination based on race, National Origin, color, creed, family or
familial status, religion, or source of legal income. Policy and procedure is in place to ensure this requirement and staff is
continuously trained regarding matters of discrimination, promotion and best practices.
Our affirmative marketing plan includes minority community contacts and advertising strategies that address the issues raised
by the States Consolidated Plan. We will continue our efforts to affirmatively market our housing stock.
Overall, The Seymour Housing Authority seeks to provide housing and related services that will meet and exceed issues
identified through the A.I. With increased expenses and the expanding decrease in customary housing and social services
funds, the Housing Authority creatively problem solves to further develop strategies focused upon remedies for fair housing
issues. With this in mind, new and extraordinary collaborations have been formed, programs have been re-designed, resident
involvement increased, and all matters of housing approached in a comprehensive manner.
Section
4
MAINTENANCE
The Seymour Housing Authority endeavors to maintain its’ housing stock in a decent condition by delivering timely and high
quality maintenance services to its’ residents. Maintenance is, however, limited by the funding available. There has been
consistent funding available at the Rev. Callahan House. Norman Ray House and Moderate Rental Programs rely solely on
funds from rents. The revenues generated dictate maintenance levels. Priorities are addressed and more cosmetic work is
deferred. Such items as new floors, kitchen cabinets and other less imperative items do not get addressed.
Through November 2004, the Seymour Housing Authority processed and completed 2,333 total work orders for all three of its’
properties. The following graphic illustration depicts the work orders as completed by project:
Observation dictates that the Callahan House generates the majority of the work orders. The reason for this is HUD’s Public
Housing Assessment System (PHAS). The PHAS reporting is very detailed. We must report to HUD about each work order by
type. There is an accounting for the completion times of routine and emergency work orders, dwelling unit inspections, vacancy
inspection and unit turnover, along with system and building maintenance.
The following graph depicts the break down of work orders by type. The majority of work is still reported by the resident request
for maintenance.
A review of our work order experience since 1995 (year 1 on graph) is depicted in the following graph. You will note a sizable
increase in work orders at certain implementation of HUD’s Public Housing Management Assessment Program (PHMAP) in 1995
& 1996 (years 3 & 4) and again in 1999 (year 6) when HUD implemented its Public Housing Assessment System (PHAS). Year
10 is the 2004 experience through November 30.
In 2000 (year 6) HUD implemented its new Uniform Physical Condition Standards (UPCS) by insisting that all dwellings and
systems under HUD funding be inspected in accordance with the new standards. Section
5
Management & General Information
Staffing & Training
Last year a goal was set to provide a work environment that would foster growth, effectiveness, knowledge and independence in
the staff by offering training and various tools. Much effort was made to achieve this goal.
To that end, staff training offered was the following:
NAHRO sponsored Rent Calculations and Occupancy
IRS Low Income Tax Credit offered by Spectrum of Maine
Staff Professional Development Training
Computer Program Training from Computerized Housing Authority Systems (CHAS)
The Rent Calculation and Occupancy training was offered by NAHRO and included the specifics of Federal Public Housing rent
calculations and all the rules and regulations involved in calculating a rent. This offered the most up to date information from
the Federal Code of Regulations.
The Low Income Tax Credit training was specifically offered to prepare staff for the eventuality of operating Smithfield Gardens
Assisted Living. It offered many facts of Section 42 of the IRS code relative to occupancy compliance.
During the Staff Professional Development Training the staff was given a Riggs Meyer Type Indicator test. The result of this
was to prepare the staff for future changes and growth the Seymour Housing Authority is experiencing.
Our computer program vendor provided two days of on-site training of various system modules. Staff received training on the
application, tenant, payroll and accounting modules. HUD required Internet PIC reporting was thoroughly explained and brought
up-to-date during this process.
Future training and mentoring will occur to achieve the goals and objectives set forth by the Executive Director and in
preparation of operating the Assisted Living facility.
Annual Dwelling Inspections
We completed all 80 Annual Dwelling Unit inspections using the HUD Uniform Physical Conditions Standards at the Rev.
Callahan House for 2003. The systems and building inspections were completed as well.
We completed all 40 of the Annual Dwelling Inspections at the Norman Ray House.
We began Annual Dwelling Inspections for the Moderate Rental Property. We completed twelve prior to year-end. We will be
inspecting these units each week at a rate of four units per week until completed.
Public Housing Assessment System (PHAS)
The Seymour Housing Authority was not rated during 2003 in accordance with HUD’s deregulation policies.
2004 Comprehensive Agency Plan
The Comprehensive Agency Plan has not yet been submitted to HUD via the Internet website. I am still working on the
submission and the hard copy with the certifications to HUD. The entire Plan is complete and all of the required processes and
information is in the hard copy of the plan.
Base Rent Increases, Moderate Rental and Elderly Housing
There were no rent increases at the State Moderate Rental. We did, however find it necessary to increase the base rents for
2005 for both State properties
We have gained approval for the 2005 management plans for the Norman Ray House and the Moderate Rental program.
These both included a $25 base rent increase for January 1, 2005. The resident notification of the increase was sent out
November 29, 2004. The Moderate Rental rent adjustment included a one percent of income charged decrease from 28% to
27%.
Further base rent increases are required at the Norman Ray House to provide sufficient funding for effective operation of the
complex. We have completed the approval process for an additional $25 base rent increase for January 1, 2005. The base
rents will be set at $222/month for an efficiency apartment and $231/month for a one-bedroom.
Security
The clients that Seymour Housing serves are essential components in providing as safe, peaceful, and enjoyable living
environment. The Housing Authority has adopted Policy to provide responsible screening techniques, and specific eviction
procedures as allowed by federal, state, and local laws. The Housing Authority has installed and maintains crime deterrent
hardware at its complexes. The Housing Authority encourages its residents to act in a responsible manner and to act as a
community in solving problems that may arise from time to time by reporting nuisance behavior and criminal or drug related
incidents to the Authority and the Seymour Police Department. The Housing Authority believes that its clients are the best
solution in these matters. By working together with the proper authorities to resolve these issues, the clients themselves are
empowered to maintain a healthy and peaceful rental and living environment.
The Seymour Avenue Block watch continued with its success. The crime rate stayed low, nuisance behavior was kept to a
minimum. The success is a result of communicating incidents to the Police as well as the Seymour Housing Authority, planning
and implementing community activities, neighbor networking, and celebrating success. We effectively evicted three families
committing nuisance activity, including one instance of fraud relative to family size.
The Chamberlin Road Block Watch has continued with its’ success as well. One resident family was exhibiting repeated
nuisance behavior. Members of the block watch organized and participated in an eviction process. The process was
successful, but would not have been without participation of the Block Watch.
Callahan House continued with their efforts with the newly formed Block Watch. Their concern was over some nuisance
behavior occurring in the common areas. Several meetings have been held and discussion has been centered on general
building safety and security. Activities will be planned during 2005. They are concentrating on fire safety issues.
Section
6
Grants, Modernization & Rehabilitation
Small Cities Block Grant $ 750,000.00
During 2002 and 2003 the Seymour Housing Authority placed considerable effort on its rehabilitation of the Moderate Rental
program. We hired a firm to provide us with a Life Cycle Cost Analysis, a document that inventories all our dwellings and
fixtures and provides detailed costs for replacement as well as a schedule for providing funds for those replacements. This
document was used for the development of a HOME Funds application. Seymour Housing Authority hired a development
consultant to create this application for submission to the Department of Economic and Community Development (DECD).
DECD invited the Seymour Housing Authority and the Town of Seymour to submit an application for Small Cities Block Grant
funding. Much time was spent completing the application and arriving at an Assistance Agreement with DECD, and Sub-
Recipient Agreement with the Town of Seymour. The result of our effort was a $750,000 grant to the Town of Seymour to be
used by the Seymour Housing Authority.
The implementation of this funding is expected as follows:
1. Preliminary Design completed by October 31, 2004
2. Final Design completed my November 30, 2004
3. Bids published by December 15, 2004
4. Bids received & reviewed by January 15, 2005
5. Construction Award by February 7, 2005
6. Construction completed by October 31, 2005.
The work items to be completed are as follows:
Housing Rehabilitation at Smith Acres – MR 19
Unit windows replacement
Basement window replacement
Replacement of front and rear entry doors (including all locking hardware)
Self storing storm doors
Bulkhead doors replacement
Sewer lateral lines replacement
Interior waste liens & lead bends to first floor toilet
Termite treatment
Housing Rehabilitation at Castle Heights – MR 19A
Bulkhead door replacement
Basement windows replacement
New electrical sub-panel
Update kitchen outlets/circuits to code
Extend service height, new meter sockets
Sewer lateral line replacement
Side entry door and storm door replacement (including lock hardware)
Rear egress door replacement (including lock hardware)
Termite treatment
Housing Rehabilitation at Smith Acres Extension – MR 66
Unit windows replacement
Basement window replacement
Separation of water service at curb box (duplex)
Replace front and rear entry doors (including lock hardware)
Storm doors w/self-storing
Bulkhead doors replacement
Sewer lateral lines replacement
Termite treatment
Subsequent to the DECD prescribed consultant selection process, the firm of Henry Schadler and Associates has been hired to
provide the Bid/Contract Documents. They have completed the fieldwork necessary to proceed with preliminary design.
Preliminary review will be made on November 30, 2004.
Construction bidding and selection will be accomplished early in 2005. Completion is expected by 2005-year end.
Capital Fund Program FFY 2002 $ 98,153.00
HUD notified the Authority on September 18, 2002 that our 2002 funding was in place. The work items to be completed at the
Callahan House are as follows:
- Replace existing common area hallway carpet on the 2nd, 3rd, & 4th floors.
- Replace common area lighting on the 2nd, 3rd, & 4th floors.
- Install patio in the front yard of the Callahan House
- Purchase ten new refrigerators with new 14 cu. ft. frost-free refrigerators
- Replace the Office copy machine.
- Sewer line replacement “B” Apartments
- Provide approximately $9,800 to operations
- Provide Design Consultant services
- Provide administrative expenditures money for public bidding, newspaper publishing, blueprint & plans copying.
Seymour Housing Authority is submitted the implementation schedule as follows:
Consultant Contract Award All Funds Obligated All Funds Expended
12/31/2002 Actual 3/31/2003 Actual 3/31/2004
All work is completed and the funds have been spent.
Capital Fund Program FFY 2003 $ 76,200.00
HUD notified the Authority in September 2003 that its’ funding was approved. However, there was a large cut over previous
years funding level. The work items to be completed at the Callahan House are as follows:
- Demolition/Disposition: Demolish Waniga Senior Center contingent upon receiving State of Connecticut Assisted Living
Program PILOT Demonstration Funds. Remove Waniga Community Center at 30 Smith Street. - Cycle Paint 10 Occupied Dwelling Units.
- Replace 10 Dwelling Equipment Refrigerators.
- Architect/Engineer Fees.
- Administrative Costs.
- Operation Funding $7,620.
Consultant Contract Award All Funds Obligated All Funds Expended
1/31/2004 Actual 9/1/2004 9/30/2005
