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HomeMy WebLinkAbout1990-09-26 EHA MINUTESI. II. III. IV. ENGLEWOOD HOUSING AUTHORITY Board of Commissioners Regular Meeting September 26, 1990 CALL TO ORDER The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 6:30 p.m. by Acting Chairman Norleen Norden.** Members Present: Members Absent: Also Present: Thomas J. Burns, Chairman* Norleen Norden, Commissioner Roger Koltay, Commissioner Bradley Zieg, Commissioner R. J. Berlin, Vice Chairman Paul Malinowski, Executive Director Mary A. Ryan, Recording Secretary * Chairman Thomas J. Burns was present at this meeting between 6:25 p.m. and 7:35 p.m. ** Commissioner Norleen Norden acted as the Chairman for the entire meeting of the Englewood Housing Authority Board of Commissioners at the request of the other commissioners present due to the absence of the Vice Chairman, R. J. Berlin, and at the request of the Chairman to provide continuity since he had to depart the meeting early. STUDY SESSION (Note: There was no Study Session at this meeting) MINUTES A. Regular Meeting Held August 29, 1990 nm1/EHAB0CMinutes/ehamin092690 EHA BOC Regular Meeting 09/26/90 IT WAS MOVED BY COMMISSIONER ZIEG TO THE REGULAR MEETING OF THE ENGLEWOOD COMMISSIONERS HELD AUGUST 29, 1990. MOTION. ACCEPT AS PRESENTED THE MINUTES OF HOUSING AUTHORITY BOARD OF COMMISSIONER KOLTAY SECONDED THE Ayes: Nays: Abstained: Absent: Norden, Zieg None Koltay Burns, Berlin The Acting Chairman declared the motion carried. B. Executive Session M Q ~ 1. Q H IT WAS MOVED BY COMMISSIONER ZIEG TO ACCEPT AS PRESENTED THE MINUTES OF THE EXECUTIVE SESSION ENTERED INTO DURING THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD AUGUST 29, 1990, TO DISCUSS A SENSITIVE PERSONNEL ISSUE. COMMISSIONER KOLTAY SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: v. VI. Norden, Zieg None Koltay Burns, Berlin The Acting Chairman declared the motion carried. PRE-SCHEDULED VISITORS There were no pre-scheduled visitors at the Regular Meeting of the Englewood Housing Authority Board of Commissioners held September 26, 1990. DIRECTOR'~ REPORT A. Narrative Report Brief discussion. -2- EHA BOC Regular Meeting 09/26/90 B. Waiting List Report Discussion ensued regarding why orchard Place and Simon Center had smaller percentages of Englewood residents on the waiting lists and why the turnover rates for the two senior high-rise buildings were at seven and eight percent which the E/D stated was typically low for senior buildings. The E/D stated he is going to have the Occupancy Supervisor analyze the absorption rates of persons on the waiting lists. He stated that since the implementation of the TIP (Tenant Integrity Program) persons wishing to be placed on the EHA's waiting lists had to first come in and fill out a complete application. Before the TIP, persons wishing to be on the waiting list were placed on it, then were asked to fill out an application and come in for an interview as they neared the top of the waiting list. He said that the new TIP seemed to reduce the number of persons on the waiting list through the procedure of filling out the complete application first. The Executive Director pointed out the newly developed brochure to be used for marketing the Rehab Program in the first target area. The Commissioners asked how the brochure was to be distributed. The E/D stated that a boy scout troop had volunteered to deliver the brochures door-to-door before the start of the program on October 1, 1990. The scouts will receive a donation from the EHA equal to the amount which would have been paid if the brochures were bulk-mailed through the postal system. The Commissioners agreed that the Waiting List Report done by Guy Blasi and the rehab program brochure done by Janet Grimmett and Guy Blasi were done very well. c. Program Reports The E/D pointed out the new format for the WAND rental units which is presented to the EHDC in their board packet. Chairman Burns asked if painting was going to be done to the outside of the EHDC's units being rehabbed. The E/D stated that the painting would be done and, if the budget allowed it, additional exterior work. -3- EHA BOC Regular Meeting 09/26/90 VII. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS: A. Amendment 4 to Resolution No. 5, Series of 1985, regarding manually signed checks. IT WAS MOVED BY COMMISSIONER ZIEG TO PASS AMENDMENT NO. 4 TO RESOLUTION NO. S, SERIES OF 1985, WHICH EXCLUDES FROM THE REQUIREMENT THAT ALL CHECKS IN THE AMOUNT OF $1,000 OR MORE BE ISSUED WITH MANUAL SIGNATURES THOSE CHECKS FROM THE ENGLEWOOD HOUSING AUTHORITY PROGRAMS (LOW-RENT PUBLIC HOUSING, SIMON CENTER, SECTION 8 EXISTING CERTIFICATES, SECTION 8 EXISTING VOUCHERS, EBA MARKET RENT PROPERTIES, AND THE MANAGEMENT FUND) TO THE EHA OFFICE BUILDING ACCOUNT FOR PAYMENT OF OFFICE SPACE RENT. CHAIRMAN BURNS SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Burns, Koltay, Norden, Zieg None None Berlin The Acting Chairman declared the motion carried. B. Award of Rehab Construction Contract for 2801 South Sherman Street and List Property. At the EHA Board Meeting held August 29, 1990, the Board ratified a telephone poll by which the EHA purchased this previously foreclosed property. A work write-up prepared by Robb Short, Rehab Specialist, was put out to bid. Bids were due just prior to today's board meeting. One bid was received. The E/D explained this was due to a lot of the local, regularly used contractors already being busy with the WAND rental units and with damage caused by the hail storm on July 11. Robb Short had estimated the work for 2801 South Sherman Street would cost $15,525. The one bid, from SBC {Sheer Building Company) was for $15,225.00. The E/D requested that since the bidding was open and competitive that the contract for the rehab construction work on 2801 South Sherman Street be awarded to SBC. He also pointed out that the specs drawn up for this job were complete and thorough and contained very accurate information on what needed to be done to this unit. -4- EHA BOC Regular Mtg. 09/26/90 HQ~~QH IT WAS MOVED BY COMMISSIONER KOLTAY TO AWARD THE REHAB CONSTRUCTION CONTRACT FOR 2801 SOUTH SHERMAN STREET TO S.B.C. IN THE AMOUNT OF $15,225. CHAIRMAN BURNS SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Burns, Koltay, Norden, Zieg None None Berlin The Acting Chairman declared the motion carried. Discussion then ensued regarding entering into a listing contract with Milt and Miriam Senti, Metro Brokers, to list 2801 South Sherman Street. Commissioner Zieg felt it was important that this contractual arrangement with the Senti's be reviewed and the listing of the EHA's properties be put out to bid on a recurring basis. Discussion among the commissioners regarding how often listings should be rebid ensued, and the E/D reviewed the qualifications the board considered important when they had sought a brokerage last time. The commissioners addressed this issue later in the meeting. IT WAS MOVED BY COMMISSIONER ZIEG TO ENTER INTO A LISTING CONTRACT WITH MILT AND MIRIAM SENTI, METRO BROKERS, TO LIST 2801 SOUTH SHERMAN STREET. COMMISSIONER KOLTAY SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Burns, Koltay, Norden, Zieg None None Berlin The Acting Chairman declared the motion carried. c. Review of Rehab Loan No. 8 One of the rehab loans 91+ days delinquent is rehab loan No. 8. The commissioners reviewed the foreclosure communication provided by the Rehab Financial Specialist. The E/D informed the commissioners that the EHA is in a good position because our loan, according to an o & E report, shows the EHA in first position with a very small principal balance. -5- EHA BOC Regular Meeting 09/26/90 The E/D further informed the commissioners that there is a second mortgage that would likely take the EHA out if given notice of foreclosure. If the second mortgagee does not take the EHA out, the EHA would assume this property for about $2,000. It could be rehabbed and converted to an owner-occupied unit. The E/D requested a demand letter be sent by the city attorney and commence foreclosure if no response is received from the property owner. IT WAS MOVED BY COMMISSIONER ZIEG THAT THE EXECUTIVE DIRECTOR REQUEST A DEMAND LETTER BE SENT FROM THE CITY ATTORNEY AND FORECLOSURE BE COMMENCED IF NO RESPONSE IS RECEIVED FROM THE PROPERTY OWNER FOR LOAN NO. 8. COMMISSIONER KOLTAY SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Burns, Koltay, Norden, Zieg None None Berlin The Acting Chairman declared the motion carried. D.1. Adoption of Travel Policy This is one of two policies tabled from the August Board Meeting for revisions. The changes which were incorporated into the revised, proposed policies were reviewed by the E/D with the commissioners. Lengthy discussion ensued regarding certain wording under the paragraph titled, "Authorization", i.e. "instate travel" and "non-overnight travel does not require any prior Board approval" ... "to perform the daily activities of the agency". Commissioner Zieg questioned what accountability one would have if "instate travel" and "non-overnight travel" . "to perform the daily activities of the agency" . were interpreted to mean an EHA staff member, the Executive Director, or a commissioner could frequently travel all over the state of Colorado or fly outside of the state of Colorado, e.g., Chicago, without staying overnight. Commissioner Zieg asked the E/D to look at ways to include staff accountability to the Executive Director in the authorization process for travel on an emergency basis where EHA staff was concerned. -6- EHA BOC Regular Meeting 09/26/90 ' The E/D also asked the commissioners if they would want to receive a report from him at the next board meeting following the emergency travel if he had to travel on an emergency basis to perform daily activities of the agency. The E/D stated the report could contain such information as to why the travel could not be authorized by the Board prior to the travel, the purpose and intent of the travel. The commissioners indicated they felt this would be appropriate. Commissioner Zieg wanted wording inserted in this policy which would indicate that ultimate responsibility for testing of requests for reimbursement on certain items by EHA staff become the responsibility of the E/D. Discussion ensued regarding approval for reimbursement of expenses incurred by commissioners at conferences which would fall into ''grey areas" i.e., not specifically addressed in the Travel Policy. The E/D stated he would feel uncomfortable with deciding whether or not to reimburse a commissioner for such an expense. The Board decided that if such a request for reimbursement occurred, the matter would be brought before the Board for discussion and decision, and the decision would be made part of the Travel Policy. Commissioner Norden wanted clarification on the paragraph for Per Diem Allowance which stated, "The EHA will pick up the expense to treat a colleague to a meal as a direct reimbursable expense." as it related to the amount to be reimbursed. She questioned whether the actual amount of the meal would be reimbursed or the amount allowed by the Per Diem Allowance. It was decided that reimbursement would be at the actual cost of the meal, not to exceed the per diem rate for that meal, with receipts required. Next discussed was the reimbursement for use of a privately-owned automobile for authorized out-of-town travel when it has been determined that travel by private car is more advantageous to the local agency than travel by common carrier. The commissioners decided that a flat per mileage reimbursement amount of $0.20 would be used for all such travel whether within the Denver metropolitan area or outside of the Denver metropolitan area. -7- EHA BOC Regular Meeting 09/26/90 IT WAS MOVED BY COMMISSIONER ZIEG TO ADOPT RESOLUTION NO. 10, SERIES OF 1990, REGARDING A TRAVEL POLICY FOR THE ENGLEWOOD HOUSING AUTHORITY, AS REVISED. COMMISSIONER KOLTAY SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Burns, Koltay, Norden, Zieg None None Berlin The Acting Chairman declared the motion carried. 0.2. Adoption of a News Release Policy The Executive Director reviewed with the Commissioners the changes they had requested at the EHA Board Meeting held August 29, 1990. Further revisions to this proposed policy were requested. One request was to revise the sentence in the third paragraph which reads, "Members of the Englewood Housing Authority Board of Commissioners and Englewood Housing Authority staff are to direct all initial inquiries from the media to the Executive Director for handling." The word "initial" was to be deleted .. Another revision to the proposed News Release Policy was the inclusion of the wording, "subject to the directives of the EHA Board of Commissioners." in the last paragraph at the end of the sentence. IT WAS MOVED BY COMMISSIONER ZIEG TO ADOPT RESOLUTION NO. 11, SERIES OF 1990, REGARDING A NEWS RELEASE POLICY FOR THE ENGLEWOOD HOUSING AUTHORITY AS REVISED. COMMISSIONER KOLTAY SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Burns, Koltay, Norden, Zieg None None Berlin The Acting Chairman declared the motion carried. (Note: At was at this point in the meeting that Chairman Thomas J. Burns apologized to the group for having to depart the meeting early due to prior commitments) -8- EHA BOC Regular Meeting 09/26/90 D.3. Petty Cash Policy (Revision of Previous Policy) Commissioner Norden asked that wording be added to the Petty Cash Policy under the heading, "Internal Control Over the Petty Cash Fund", subparagraph "A" which would address a potential situation of the Petty Cash Trustee's lengthy absence. Such wording would state, in effect, "In the case of a prolonged absence of the Petty Cash Trustee, the custody of the Petty Cash Fund will be temporarily transferred to another employee designated by the Executive Director. Such temporary transfer will be documented in writing by a memorandum from the permanent trustee to the Executive Director indicating the temporary trustee, the term of the temporary trusteeship (length of time) and the amount of cash and receipts in the fund upon temporary transfer. Upon return of the permanent trustee, the Petty Cash Fund will be audited and a memorandum to the Executive Director will document the return of the trusteeship to the permanent trustee and the amount of cash and receipts in the Petty cash Fund upon relinquishment of the fund to the permanent trustee." IT WAS MOVED BY COMMISSIONER ZIEG TO AMEND RESOLUTION NO. 2, SERIES OF 1985, DELETING ALL PETTY CASH FUNDS AND THEIR AMOUNTS ESTABLISHED BY THAT RESOLUTION AND SUBSEQUENT RESOLUTIONS AND ADDING THE CREATION OF A GENERAL FUND (900 MANAGEMENT) PETTY CASH FUND IN THE AMOUNT OF $250.00 WITH NO SINGLE PURCHASE TO EXCEED $25.00; AND FURTHER AMEND RESOLUTION NO. 2, SERIES OF 1985, BY ADDING WORDING ADDRESSING TEMPORARY TRUSTEESHIP OF THE FUND. COMMISSIONER KOLTAY SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Koltay, Norden, Zieg None None Burns, Berlin The Acting Chairman declared the motion carried. HQI!QN IT WAS MOVED BY COMMISSIONER ZIEG TO REPEAL RESOLUTION 3, SERIES OF 1987, WHICH REDUCED THE NUMBER OF PETTY CASH FUNDS FROM FIVE TO TWO AND INCREASED ONE OF THE REMAINING FUNDS FROM $50.00 TO $100.00; AND FURTHER REPEAL RESOLUTION 5, SERIES OF 1988, WHICH INCREASED THE PREVIOUSLY INCREASED FUND FROM $100.00 TO $200.00. COMMISSIONER KOLTAY SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Koltay, Norden, Zieg None None Berlin The Acting Chairman declared the motion carried. -9- EHA BOC Regular Meeting 09/26/90 0.4. Adoption of an Agency Vehicle Usage Policy Commissioner Zieg requested that the words, "in writing" be inserted into the second sentence in the second paragraph. That sentence, as revised, to now read, "Unless otherwise authorized in writing by the Executive Director on a specific case-by-case basis, employees may not use these vehicles for commuting to and from the business." IT WAS MOVED BY COMMISSIONER ZIEG TO ADOPT RESOLUTION NO. 12, SERIES OF 1990, REGARDING AN AGENCY VEHICLE USAGE POLICY AS AMENDED. COMMISSIONER KOLTAY SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Koltay, Norden, Zieg None None Burns, Berlin The Acting Chairman declared the motion carried. D.S. Adoption of a Mission Statement for the Englewood Housing Authority Discussion ensued regarding the complexity of this issue and trying to revise the present Mission Statement at this Board Meeting. The Executive Director informed the Commissioners that the EHA's present "Mission Statement" had never been formally adopted by the Board at a meeting. IT WAS MOVED BY COMMISSIONER ZIEG TO TABLE ADOPTION OF A MISSION, STATEMENT FOR THE ENGLEWOOD HOUSING AUTHORITY TO THE BOARD OF COMMISSIONERS' MEETING TO BE HELD OCTOBER 31, 1990. COMMISSIONER KOLTAY SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Koltay, Norden, Zieg None None Burns, Berlin The Acting Chairman declared the motion carried. -10- EHA BOC Regular Meeting 09/26/90 0.6. Adoption of an Ethics Policy for the Englewood Housing Authority. Lengthy and spirited discussion ensued regarding the perception of a conflict-of-interest being as damaging as the legality of a conflict-of-interest to the reputation of the EHA. Further discussion involved the belief that as a government agency, the ethics of the EHA must be higher in standards than companies in the private sector because of the agency's use of public funds to run its programs. The Executive Director requested that an additional paragraph be added to the proposed Ethics Policy as follows: "Employees, commissioners or members of their immediate families shall not be eligible for purchase of personal property deemed surplus by the Englewood Housing Authority." Commissioner Norden questioned the word "personal". The Executive Director explained that the word "personal" was used in this context to mean "not real estate property". Commissioner Zieg requested that the words"· •. during their tenure and for one year after terminating their relationship with the agency." be added to that paragraph. Commissioner Koltay asked how personal property was now disposed of. The Executive Director stated that personal property was disposed of according to the terms and provisions of the EHA's present Disposition Policy. Commissioner Koltay believed that an employee could buy anything "on the open market" e.g. at an auction of EHA's personal property deemed to be surplus. -11- EHA BOC Regular Meeting 09/26/90 Discussion ensued regarding EHA employees, Commissioners, or members of their immediate families being allowed to be a vendor for labor, materials, or services to the Authority during their tenure and for one year after terminating their relationship with the agency. It was suggested that the wording in paragraph No. 1 which reads"· .. allowed to be a vendor for labor, materials, or services to the Authority ... " be changed to"· .. allowed any financial gain for labor, materials, or services to the Authority .•. 11 • Commissioner Zieg suggested that surplus property be dealt with in the Disposition Policy (which will be revised and submitted for review and amendment at the October 31, 1990, Board Meeting), rather than the Ethics Policy. IT WAS MOVED BY COMMISSIONER ZIEG TO ADOPT RESOLUTION NO. 13, SERIES OF 1990, REGARDING AN ETHICS POLICY FOR THE ENGLEWOOD HOUSING AUTHORITY. COMMISSIONER KOLTAY SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: None Koltay, Norden, Zieg None Burns, Berlin The Acting Chairman stated that this motion did not pass. Discussion ensued regarding what changes the commissioners felt were pertinent. Commissioner Norden asked if the proposed Ethics Policy would exclude a City employee from obtaining a rehab loan for a property they owned in Englewood. The Executive Director stated it would, and also would exclude any City employees from the purchase of EHA houses, or a family member of an EHA employee from renting a market rate unit. None of these restrictions, however, would be retroactive. The Executive Director believed that if the rehab program involved is federally assisted, City employees, or members of their immediate families probably cannot be prevented from participating. Commissioner Koltay stated that his personal viewpoint was that the Rehab Loan Program was there to benefit all the citizens of the city of Englewood and should remain open to all the city's citizens. -12- EHA BOC Regular Meeting 09/26/90 VII. Commissioner Norden felt strongly that the Ethics Policy should define these situations "in black and white" in order to avoid inconsistency or the appearance of discrimination and having to justify what had been done. The Commissioners questioned the term "immediate family" and felt the need to define this term and stipulate exactly who was "immediate family". The commissioners asked the E/D to address paragraph No. 4 which, after revision, states that "All City of Englewood employees or City Councilmembers will be considered to have the same restrictions of items No. 1, No. 2, and No. 3 above." The Commissioners agreed that the proposed policy should incorporate their feelings that it would be inappropriate for a City employee who administers the Rehab Loan Program to receive a rehab loan. There was a consensus that Englewood Housing Authority employees, and EHA commissioners should not see any financial gain from programs administered by the EHA. Commissioner Zieg stated he felt one area that the commissioners were struggling with was how to define which persons would not be allowed to participate in non-federally assisted programs administered by the EHA until at least one year after terminating their relationship with the agency without damaging someone's legitimate right to housing assistance. The Commissioners stated that they would like the E/D to bring to the next Board Meeting a revised proposed Ethics Policy which incorporates the concerns they had discussed at this meeting. FINANCIAL REPORT Commissioner Zieg felt that it was germane information to his position on the Board that he receive actual fund balances. The E/D stated that when the G/L is up-to-date, the Commissioners will be receiving an actual balance sheet. Commissioner Zieg felt that information on the cashflows and investments was important and requested this information to be presented at the Board Meetings. Discussion ensued among the Commissioners as to how often they wanted to receive this information. -13- EHA BOC Regular Meeting 09/26/90 IX. x. The E/D stated that a review of the Investment Policy should be done by the Commissioners as to which institutions the EHA's funds should be invested with and by whom (e.g., an outside firm who would do the investing for the EHA). Commissioner Koltay stated that the City's Investment Policy is reviewed and amended on a yearly basis. Commissioner Norden suggested that a review of the investment of the EHA's funds could be a part of the E/D's yearly performance evaluation. The E/D suggested that these financial materials be presented as part of the yearly Budget Meeting along with a proposed Investment Policy. The Commissioners agreed this would be a good time to review these materials and give the E/D direction on what they wanted to see on a regular basis. CONSENT AGENDA Nothing was presented for discussion under the Consent Agenda. GENERAL DISCUSSION A. Commissioners' Choice Commissioner Zieg suggested that the EHA bid the brokerage services for marketing its properties at least every two years. Although it was the consensus of the Board that they were pleased with the services of the Sentis, they felt it only fair to open this up to other potentially interested and qualified brokers on a periodic basis. IT WAS MOVED BY COMMISSIONER ZIEG THAT THE ENGLEWOOD HOUSING AUTHORITY OPEN FOR BIDDING ITS BROKERAGE SERVICES FOR MARKETING OF THE EBA'S PROPERTIES ON A BIENNIAL BASIS. COMMISSIONER KOLTAY SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Koltay, Norden, Zieg None None Burns, Berlin The Acting Chairman declared the motion carried. -14-