The document discusses the roles and responsibilities of public housing agency boards and the importance of board member training. It provides an overview of functions of the board, including establishing vision/policies and providing oversight. It also outlines topics that should be covered in board member orientation and training, such as understanding board structure, financial management, and the relationship between the board and executive director. The document emphasizes the board's responsibility for governance and accountability.

1. Board Operations and
Training

2. Functions of a Board
• Legally and financially responsible governing body
• Establishes mission, vision, strategic plan and operating policies
• Provides function of:
• Leadership – creating a community impact
• Legal oversight – meeting legal obligations
• Financial Oversight – ensuring budget is viable and accurate
• Operational oversight– ensuring ethical, legal and effective work
performance
• Board mechanics – following through on business requirements for
board recruitment, policy setting, etc.

3. Why is Board training important?
 Governance and Finance are at the heart of any Public
Housing Agency’s (PHA) operation
 Governance is the process by which the PHA is held
accountable to the community
 The board of commissioners have the ultimate responsibility
for the PHA’s performance
 The board is supposed to make most decisions on major
operational norms and rules, and transparency to the
community

4. Board Member Orientation
 Overview of agency’s history, mission, vision, values, by-laws,
programs, financials and current strategic plan
 Clarification of new member’s role/job on Board and in agency
 Introductions to PHA staff discussing each person’s role in the
programs of the agency and clarify lines of communication
 Tour of properties and facility or office, discuss agency’s
important documents and where originals and copies are kept
 Discussion of how agency records are maintained and backed-up,
how confidentiality is protected
 Discussion of Board & Committee meeting processes

5. Suggested Topics for Board Training:
 Public housing history
 Understanding board structure, purpose, appointments, and
recruitment
 Role of the Board of Commissioners
 Responsibilities for Board and Executive Director
 Reports available for Board review

6. Information to share with Commissioners:
 Consolidated Annual Contributions Contract (CACC)
 State housing law
 PHA policies
 procurement, tenant admissions and selection, 5 year plan, etc
 PHA financial condition
 PHA performance designation for (PHAS) and (SEMAP), if
applicable

7. Review of program information
 Properties
 Programs administered (section 8, public housing, etc)
 Number of units
 Budget
 Staff size
 Major plans and projects underway
 Most importantly know needed improvements

8. Relationship between HUD and HA under CACC
HUD key responsibilities PHA key responsibilities
 Provide maximum responsibility and • Comply and require owners to comply
with the requirements of the:
flexibility to PHAs in administrative
• U.S. Housing Act of 1937
decision-making within all applicable
• all HUD regulations and
statutes, orders, regulations and requirements
contracts • any amendments or changes
 Provide annual contributions to the • Comply with HUD-approved
administrative plan and HUD-
PHA in accordance with all approved program funding
applicable statutes, executive orders, applications
regulations, and the CACC
• Use HUD required program forms
• Proceed expeditiously with programs
under the CACC

9. Relationship between
Executive Director and Board
Commissioner Executive Director
 Select and hire an Executive  Manage the day to day operations of
Director the PHA
 Evaluate Executive Director  Hire, evaluate, train, and terminate
staff
performance
 Prepare operating budgets
 Approve by-laws, resolutions,  Resident selection
policies and procedures  Manage facilities and maintenance
 Approve the authority’s budget  Develop and manage resident
 Set basic PHA policies Programs
 Govern PHA  Collect rents and enforce terms of
leases
 Procure annual audit
 Advise Board of regulatory changes
 Execute Board approved policies

10. Financial Management
 Suggested Board Meeting Information
 Monthly financial report
 Copy of latest bank reconciliation
 Summary of income/expense
 List of check vouchers issued
 Tenant accounts information
 Outstanding HUD or Audit Findings

11. Financial Management for Commissioners
11
Do Don’t
 Pass resolutions and  Sign blank or
policies undocumented checks
 Oversee policies and
procedures  Use PHA resources for
 Establish monitoring personal use
controls  Except gratuities from
 Ensure annual audit is those bidding for PHA
conducted work
 Ensure integrity of PHA
operation  Involve yourself in
 Avoid conflict of interest business relationship
with PHA

12. Procurement & Contracting Requirements
Commissioners’ Role Executive Director’s Role
 Developing, approving and • Carrying out the procurement
officially issuing the PHA’s policies and procedures
procurement policies and established by the Board.
procedures.
 Appointing a contracting officer • Developing or revising as
(ED) and establishing the levels appropriate the procurement
of authority. procedures and obtaining
Board approval.
 Monitoring the contracting
officer’s performance.
• Serving as the Contracting
Officer when so designated
 Approving contracts per PHA and supervision of
policy. procurement and contracting.