HOUSING CORPORATION
SELF-ASSESSMENT TOOL
August 2011
In cooperation with the Ohio Department of Developmental Disabilities, the Disability Housing Network has drafted this Self Assessment Tool for use by Housing Corporations across Ohio.
The self-assessment project is funded through a generous grant given by the Ohio Developmental Disabilities Council for capacity-building among Ohio’s housing corporations. This tool is intended to promote self-improvement and quality assurance and is not a compliance tool. Technical assistance is offered to housing corporations completing the self-assessment tool. Those interested in engaging in capacity-building work may contact the Disability Housing Network for free technical assistance consulting.
The assessment is organized into five broad categories that cover most of the assessment, and two specific categories that relate to a few specific items.
GENERAL CATEGORIES
o Part I: Board governance self assessment (page 1)
o Part II: Financial management self assessment (page 7)
o Part III: Property management self assessment (page 9)
o Part IV: Inspection standards self assessment (page 11)
o Part V: Future planning self assessment (page 12)
This self-assessment tool was first rolled out in 2010. More than 30 housing corporations have completed it to date. We would like 100% participation before the end of the grant period on September 30, 2011.
Please feel free to contact DHN staff if you have any questions or concerns:
Jacalyn Slemmer, Executive Director, 614-595-4110 or
Cathy Allen, Technical Assistance Consultant, 419-732-1770 or
DHN Housing Corporation Self-Assessment Tool – Page 1 of 12
HOUSING CORPORATION
SELF-ASSESSMENT TOOL
August 2011
County: ______
Housing Corporation: ______
Date: ______
General Statement of Purpose:
The housing corporation board should provide effective and ethical leadership on behalf of the corporation and its stakeholders. Through policy making, the board is responsible to ensure that the housing corporation is managed effectively, efficiently and ethically by the executive leadership.
Part I: Board Governance
/ YES / PARTIAL / NO / COMMENTS /1. The housing board is incorporated and maintains continuing existence.
2. The nonprofit’s mission and bylaws are clearly written and reviewed regularly.
Date of last bylaws review/revision:
______
3. The bylaws/policies establish membership criteria including;
a. Selection Criteria
b. Orientation of Board Members
c. Selection of Officers
d. Board Size
e. Board Composition
f. Term Limits
g. Scheduled Self-Assessment
4. The Board determines the direction of the organization and takes primary responsibility for:
a. Goal Setting
b. Determining Policy
c. Funding Strategy
d. Financial and legal oversight
e. Evaluation
5. The Board creates, revises, and insures compliance with policies in the areas of planning, finance, community relations, and organizational operations.
6. The Board reviews the resource needs of the organization and approves a comprehensive funding strategy.
7. The Board monitors and evaluates the results of fundraising efforts.
8. Each Board member participates in fundraising efforts as appropriate.
9. The Board assures that the organization and its programs comply with all federal, state, and local requirements.
10. The Board reviews, approves and monitors the operating budget and financial plans for development activities.
11. The Board requires appropriate accounting and financial reporting.
12. The Board assures that the organization’s work is evaluated in relation to its goals.
13. The Board appropriately reflects the diversity, ethnicity, educational and economic status of the community.
14. The Board follows an appropriate policy on conflicts of interest.
15. The Board has the skills, knowledge, and background needed to fulfill its responsibilities.
16. Board members understand and are committed to the organization’s mission, by laws, policies, programs, and their roles and responsibilities as Board members.
17. New Board members have adequate orientation to their roles and responsibilities.
18. The Board receives ongoing training and/or information as needed to fulfill its roles and responsibilities.
19. Board members have written and relevant job descriptions.
20. The Board’s effectiveness is evaluated periodically.
21. A regular board meeting schedule is developed and followed.
22. Board meetings are an effective and efficient means of handling formal business.
23. Board meetings are focused on policy and planning issues as appropriate.
24. There is a provision for handling urgent matters between meetings.
25. The rules of meeting conduct as stated in the bylaws and/or board actions are followed.
26. Materials to be considered at a meeting are received by members in advance of the meeting.
27. Board meeting minutes are recorded, reviewed for accuracy, and approved by the Board.
28. Board members are encouraged to present opinions and ideas.
29. Board turnover is orderly, allowing for both consistency and new perspectives.
30. Actual turnover follows planned turnover.
31. The Board develops and adheres to clearly defined codes of ethical conduct; facilitates ethical governance practices (transparency).
32. The Board has a policy for resolving allegations of violation of ethical codes of conduct.
33. Board members are active, attend meetings as scheduled.
34. The roles of the Board and the Executive Director are appropriately differentiated and respected.
35. The Board delegated the operation of the organization to the Executive Director.
36. The Board members are volunteers.
37. The Board’s size is appropriate for accomplishing its work.
38. Board terms are limited. Elections regularly as specified in the bylaws.
39. The organization has a clear and meaningful mission or purpose statement that is reflected in its projects and activities.
40. The mission statement functions as a guide to decisions of the Board, staff, and volunteers
41. The Board reviews the mission statement regularly and modifies it as appropriate.
42. The Board reviews the organization’s ongoing operations and development activities to assure that they support its mission
43. The organization’s planning process includes consideration of the changing environment and its implications for the organization’s operations.
44. The planning process includes consideration of the organization’s strengths and weaknesses.
45. Volunteers, staff, tenants/customers, and key constituents participate in the planning process.
46. Goals for the current fiscal year and beyond are developed and approved by the Board with input of staff.
47. Goals are broken down into measurable objectives.
48. Objectives include work plans, timelines, and human and financial resources and indicate who is responsible for achieving them.
49. There is a realistic plan/strategy for matching human and financial resources with objectives.
50. Objectives are communicated to all appropriate staff and volunteers.
51. Actual performance relative to objectives and work plans is reviewed and assessed by management and is formally reviewed by the Board periodically.
52. If goals and objectives are not being met, appropriate modifications are approved by the Board and implemented by Staff.
Part II: Financial Management
YES / PARTIAL / NO / COMMENTS53. The organization follows accounting practices which conform to accepted standards.
54. An independent audit or review of the organization’s financial condition is conducted annually by Certified Public Accountant.
55. The audit report is accompanied by a management letter containing recommendations for improvements in the accounting system and controls.
56. The organization prepares an annual report which includes a statement of its financial position, and is available to interested parties.
57. Housing Corporation has adequate internal controls to include:
· Invoice Approval Procedures
· Conflict of Interest Policy (Staff)
· Bid Process for large jobs
· Dual Check signing for large invoices
· Policy Subcontractor/Vendors Insurance & Workers Compensation
58. Housing Corporation has regular reconciliation of all banking accounts.
59. Housing Corporation has financial reports to the governing Board which provide a clear picture of the financial health of the organization.
60. Housing Corporation has an operational budget covering at least the following categories:
· Debt Service
· Utilities
· Reserve
· Maintenance
· Lawn Care
· Management Overhead
· Insurance
· Property Taxes (If exemption not granted)
61. Housing Corporation has an acquisition budget (Showing Revenue Sources) and tracking system;
· Appraisals
· Inspections
· Earnest Money
· Title Insurance
· Closing Fees
62. Housing Corporation has a capital replacement budget and reserve.
63. Housing Corporation has a renovation budget based on property inspection and special tenant accommodations.
64. Housing Corporation has a monthly report showing Budget/Expenses/Supporting Revenue
Part III: Property Management
RENT COLLECTION / YES / PARTIAL / NO / COMMENTS65. Housing Corporation has leases in place noting monthly payment, payment date, and late penalties.
66. Housing Corporation has an individual tenant ledgers noting rent received, deposits provided.
67. Housing Corporation has a system of internal controls for receipt of funds.
MAINTENANCE / YES / PARTIAL / NO / COMMENTS
68. Housing Corporation has a system for logging in, prioritizing, tracking work orders (data base).
69. Housing Corporation has a system for handling emergency calls 24/7.
70. Housing Corporation has a furnace inspection by certified personnel.
71. Housing Corporation has an electrical inspection by certified personnel.
72. Housing Corporation tests for radon.
73. Housing Corporation tests the quality of potable well water.
74. Housing Corporation has a Property Committee.
75. Housing Corporation has a Safety Policy.
76. Housing Corporation has a Safety Committee which meets routinely.
77. Housing Corporation has a policy and/or procedure for mold including how to inspect and what to do if found.
78. Housing Corporation has a policy/protocol for the identification and treatment of bed bugs.
79. Housing Corporation requires the Board members visit a sample of properties.
80. Housing Corporation requires its top executive to visit all properties annually.
81. The Housing Corporation has a Fire Safety Policy for its properties.
82. The Housing Corporation has a standard for the installation of Fire Safety equipment in all properties.
83. The Housing Corporation inspects all Fire Safety equipment according to NFPA and equipment inspection/replacement standards.
FIRE SAFETY / YES / PARTIAL / NO / COMMENTS
84. Housing Corporation has a partnership with support agencies and county boards program in place to evaluate tenants ability to evacuate in fire and provide special accommodations if they can’t successfully self evacuate.
85. Housing Corporation has a fire safety as part of regular inspection.
86. Housing Corporation has a protocol for tracking fires, alarms, etc.
TENANT RELATIONS / YES / PARTIAL / NO / COMMENTS
87. Housing Corporation has tenants that are involved in property selection and special adaptations.
88. Housing Corporation has a system in place for regularly informing tenants how to resolve complaints and/or initiate repairs.
89. Housing Corporation explains a tenant lease to them.
90. Housing Corporation regularly solicits input from tenants/families with regard to satisfaction and continuous improvement.
Part IV: Inspection Standards
YES / PARTIAL / NO / COMMENTS91. The Housing Corporation inspects, at least annually, the entire property including all rooms, systems, attics, crawl spaces, exterior land, parking, etc. using one of various tools:
· HUD Housing Quality Standards
· Greene County Inspection Form
· HC’s locally-developed tool
Part V: Future Planning
YES / PARTIAL / NO / COMMENTS92. Housing Corporation has a housing plan developed with the local County Board in accordance with the guidelines provided by DHN
NOTES: ______
______
______
______
DHN Housing Corporation Self-Assessment Tool – Page 1 of 12