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HomeMy WebLinkAbout1988-11-09 EHA MINUTES,. • I • I I. • ENGLEWOOD HOUSING AUTHORITY Board of Commissioners Specia] Meeting FY '89 EHA OPERATING BUDGETS November 9, 1988 CALL TO ORDER ------------- 9 B 1 The Special Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 6:00 p.m. on November 9, 1988, at Simon Center, 3333 South Lincoln St., EngJewood, Colorado, 80110, by Chairman Thomas J. Burns. The sole purpose of this meeting was to discuss and approve the Englewood Housing Authority FY '89 Operating Budgets a5 presented by the Executive Director, Paul Malinowski. ROLL CALL --------- Members Present: Members Absent: Also Present: Thomas J. Burns, Chairman Gary L. Kozacek, City Council Member R. J. Berlin, Commissioner Bradley L. Zieg, Vice Chairman Norleen Norden, Commissioner Paul Malinowski, Exer.utive Director Mary A. Ryan, Recording Secretary The Executive Director briefly explained the "Budget Assumptions'' and the different programs covered by this budget: EHA column is the non-federally subsidized housing that the EHA owns. EHDC <Non Wand) column does not technical]y represent a "fund" but is the budget for the EHDC, which is a company in and of itself. WAND column treats the WAND project separately. General Fund column (Management Fund) is the fund into which any management fees earned will be deposited. Chairman Burns suggested that for ease in referencing information on eac:h budget, that next year's budget the budget document for each fund immediately information • the narrative backup be formatted to have precede the backup • EHA BOC Special Meeting FY '89 Operating Budget 11/09/88 The E,cecutive Director went over those line items he c on s idererl to he critical for the Board of Commissioners to understand: Income Line_Items: 1. Tenant rent and Housing Assistance Payments i ffP f1l•Y. to 97% of income for all funds. 2. Administrative two programs, E,c. Vouchers. Fee and Hard-to-House Fee only apply to Section 8 Ex. Certificates and Sec tion 8 3. Repair Bi 11 i ngs < non-tenant charges> On th£! proper t j e s that the Englewood Housing Authority manages for thr EHDC, we would bill for maintenance work performed by EHA maintenance personnel and reimburse the fund<s> that paid for the salary <the tenant would not b e charged unless it was tenant-caused damage>. At this point, Commissioner R. J. Berlin asked the Executive Dir·ec:.tor how many landlords were participating in the EHA's Section R Ex. Certifi c ate and Voucher programs. Broad Range of Income was discussed as well as another subsidy progra. th,-it HUD does have for Publ i .c Housing. Commissioner Berlin also asked if the EHA r·eceived a great number nf· applications from homeless persons. Facilities for the homeless and th e new federally mandated preferences were discussed. The Executive Director e,cplained to the Board of Commissioners that within the EHA's "all-programs" waiting list, those persons who have federal]y mandat e d preferences are at the top of the waiting fi.st, but are li s ted in chronological order according to their date of application. Also discussed was whether or not the EHA accepts tenants who are unable to care for themselves. E,c~enditure _Line _Items: 1. Travel, training, memberships and publications linr~ items were discussed at length. The Executive nir f-?c tor· explained that individual memberships in NAHRO were not origina]ly budgeted. Since these memberships had been approved by motion at the EHA Board Meeting held October· 26, 1988, this I ine item would now be h i l]her than originally budgeted. The Executive Oircc:to,- explained that the only new publication was the ML S Book. He also explained that when a subscription renewal request comes into the office, he 5ends it around to staff to see if they feel it is worthwhile ta. renew. The training budget was briefly disrussed. -2 - EHA BOC Special Meeting llllfil. '89 Operating Budgets ./09/88 • • 2 ·. Management/Administrative Salaries. The F 1<1 '?c11t i v e Director stated that presently, EHDC pays the Si mon Center a management fee for hanrlling th e E HDC properties. On EHDC properties, the ma na qe mE"nt f e>E' will remain at 7Y. of rents collected, but th P f e e will be paid to the General <Management> Fund. Beqinning i n FY '89, a management fee will apply to Simon Cent e r a s well, which would be a new expense for that program. n management agreement would have to be e.ntrr r~d in t o whereby 6% of Simon Center's rents collected would h e paid to the EHA "General or Management Fund". Ti u:> Executive Director explained that the mana geme nt agreement proposed is patterned after ~UD's model management agreement. The management fee c ollec ted would go to partially fund management a nd administrative. salaries. The Executive Director explained that most salaries are prorated among th e various programs. However, a management fee c a nnot bf,~ charged to Public Housing, and the salariP-s are c ha,-grd directly to Public Housing where appropriate. Pay inc.reases for salaries were discussed briefly c1 s far as cost of living increases and merit inc r e ase s . No cost-of-living increase was budgeted because none was budgeted for City employees, and we follow City policy on COL. A maintenance worker position was presented for new funding. The Executive Director stated that he h as budgeted the additional worker due to the offsite unit s being labor intensive, and neglected prevent i ve maintenance at the high rises. Also new was the inclusion of the Confidential Secretary position which had previously been funded by the City but dropped from their budget. 2. Utility Expenses were discussed. Water and sewer are now going to be separate line items. 3. Maintenance Expenses. The Executive Di.rector e,cplained that the "Decorating Supplies" line item is fo r paint. He stated that the EHA wants to get all of it s units on a five-year repainting schedule. At Orr.hard Pla c e, there are 67 units which have not been painted i n five years. The new maintenance worker will work on this repainting of units, hallways, and common areas • -3-· EHA BOC Special Meeting FY '89 Operating Budget 11/09/88 4. 5. 6. 7. 8. Commissioner Berlin asked what the final nut c nm P nn t h e backup generator at Orchard Place wa s . Th P EK er 11ti vc Director e><plained that the EHA wa s pl e d qe rl a nPw engine block for the diesel generator free of c h arge , but will have to pay for all oth e r par ts fa ,-t h c- generator. Commissioner Berlin asked what the S ec urity Su p p lie•; line item was for. The E><e c utive Director s t a ted thi s was for locks and keys. The PILOT payments were e><plained as to thei r o rig i n, calculation and payment. Real Estate Taxes paid by EHOC were questioned. Ttlf' E><ecutive Director e><plained that eve n though th e F Hn c is a non-profit organization, it is not a "publi c " non-profit organization , the reby mak i ng i t non -ta x e><empt. The retirement plan line item was disc ussed a t length. The Executive Director e><plained that this was a n e w line item. The Executive Director proposed that with any retirement plan adopted by the EHA for it. employees, the EHA pay 5% of the employe e's sa lar i r into that plan. The Executive Director asked for feedback on a retirement plan. He s tated th at: different plans would be presented for c onsid e ration at the next EHA Board Meeting to be held December 7, 1988, if the City of Englewood City Council did not adopt th e induction of EHA employees into the City's retirement plans. He further stated that the Englewood Housing Authority Board of Commissioners would be a s ked 1.o decide if funding for that line item should b e at 5% of salaries or at the 7% level presently funded by th e C i ty of Englewood for its employees. Disc ussion e n s u e d regarding the Hous i ng Division Secretary's retir e mr nl benefits with the City and ways to maintain tho s e retirement benefits when that s alary pos i tion i s transferred from the Community Development De partment of the City of Englewood to the Englewood Housing Authority. The differences between Director's and Of fice r s L iability Insurance through Alexander and Alexand e r· and Puhl ic Officers' Liabi 1 i ty Insurance through CI RSA w en'! discussed. It was suggested that the Ex ec utive Director look into this matter and report bac k t o the Board at a future date. • - A BOC Special Meeting '89 Operating Budget /09/88 • • 9. Capital Improvements line item was disc us sed at length. The Executive Director stated that part of this expense would be the conversion of all hallway emergency exit lights from DC to AC power whj c h would result in a considerable savings in batte ries r.o•;t and time spent replacing the batteries. Also discussed was the purchase of a new pic.kup truck which the Executive Direr:tor stated would be Am e ri ca n made. Councilman Kozacek stated he felt it important. for the EHA to consider the purchase of a 4><'• p i ckup truck with a small snow blade even if the cost would b e greater than originally budgeted. The Capital Improvements line item also covers the replacement of carpet in three public housing units ~nd the replacement of drapes in two public hou5ing units. The Executive Director explained that Capital Improvements line item also would fund the replac ement of windows in the ends of the hallways on the s ixth and seventh floors of Orchard Place. The reason for this would be to have windows which are capable of being opened, thus more effectively utiliz i ng the swamp coolers already in place at Orchard Plac e. These coolers do not currently produce good result s rtue to lack of proper ventilation. Another Capital Improvements line item discussed wa s the replacement of a regular outside entry door at Orchard Place with an electric door making acces s to the building easier for the wheelchair -bound handicapped tenants at that project. Disc ussion then ensued concerning whether it would be better to repl ace end-of-hallway windows with opening windows on all seven floors versus the installation of two electric outside entry doors rather than one. Commiss i oner Berlin stated he felt strongly that the wheelchair-bound tenants should have two electr i c door s and this should take priority over installation of new windows on all seven floors. The Commissioners pr e sent concurred stating that the window installation could b e taken care of over a number of years as a "phase-in" project • -5 - EHA BOC Special Meeting FY '89 Operating Budget 11/09/88 10. Utility e,cpenses at Orchard Pl.'lce. Di s cussion e n s u e d regarding the possibility of a plan whereby Or chard Place tenants' rents would be reduc ed in order to have them pay their own electric bills. Pr e sently , all Public Service bills for Orchard Plac e are bi J l p d to the Englewood Housing Authority, yet th ~ prop er ty h ~s individual electri c meters i n ,,;talled. Jndivirl u al billings with a reduction in rent for a utiJ i ty allowance would be an incentive to thoGe tenant s t o he more conservative in their electric use. Thf~ E xe r.ut1ve Director stated that the objective of this plan would be to have the reduction in utility bills paid by th e EHA "wash" with the reduction in rents rec e ive d frnm those tenants. A wholesale conversion to such a plan was not recommended at this time, but Commissioner Berlin wondered if that could be 'phased in for new tenants. Net Income ---------- 1 • Net Income was discussed regard i ng Pub 1 i c Houc;; i nq. The E,cecutive Director stated that it was the objective of the PHA's with low-rent public housing programs to lq?e. operating reserves above 40% of total routi e,cpenditures. Various options were discussed to r.nabl ~ the EHA to keep the Public Housing operating reser ve s at 40% or above. The Executive Director pointed out that the reserves are projected to be just slightly above 40% at the end of FY '89. MOTION IT WAS MOVED BY GARV L. KOZACEK TO APPROVE THE FV'89 ENGLEWOOD HOUSING AUTHORITY OPERATING BUDGETS AS PRESENTED WITH THE AMENDM E NT TO THE PUBLI C HOUSING OPERATING BUDGET, CAPITAL IMPROVEMENTS LINE ITEM, TO INC LUDE THE EXPENSE NECESSARY TO REPLACE I~Q. OUTSIDE ENTRY DOORS WITH ELECTRIC DOORS, RATHER THAN THE ORIGINALLY-BUDGETED ONE DOOR. R. J. BERLIN SECONDED TH F MOTION. Ayes: Nays: Abstained: Absent: Burns, Kozacek, Berlin None None Zieg, Norden The Chairman declared the motion carried. -6 -• >·:. - A BOC Special Meeting '89 Operating Budget /09/88 MOTION ------ IT WAS MOVED BY GARV L. KOZACEK TO ADJOURN THE SPECIAL MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS CONCERNING THE APPROVAL. OF FY'B9 OPERATING BUDGETS HELD NOVEMBER 11, 1988. R. J. BERL.IN SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Burns. Kozacek, Berlin None None Zieg, Norden The Chairman declared the motion carried. _ ()f 1:tar:n_ Q, A'""_: n _()L T~~s J. Bur#,.V~/'~~ • • -7-