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HomeMy WebLinkAbout1992-05-27 EHA MINUTESI. II. III. ENGLEWOOD HOUSING AUTHORITY Board of Commissioners Regular Meeting May 27, 1992 CALL TO ORDER The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 6:10 p.m. on Wednesday, May 27, 1992, by Chairman Thomas J. Burns, at 3460 South Sherman Street, Englewood, Colorado, 80110. Members Present: Members Absent: Also Present: STUDY SESSION Thomas J. Burns, Chairman Norleen Norden, Vice Chairman R. J. Berlin, Commissioner Sheri Gulley, Commissioner Bradley Zieg, Commissioner None Ms. Kendra Padgett, Senior Partner, Bondi & Co., CPAs Paul Malinowski, Executive Director Mary A. Ryan, Recording Secretary Ms. Kendra Padgett, Senior Partner of Bondi & Company, CPAs, attended the Study Session to present to the Englewood Housing Authority Board of Commissioners the annual audit made of all the EHA's funds and activities and the City of Englewood Housing Division's funds and activities for the fiscal year ending December 31, 1991. Ms. Padgett explained that the EHA follows HUD's regulatory reporting formats and does not use GAAP reporting formats. Ms. Padgett explained to the Board that HUD required the EHA (and all PHAs) to separate out their renewal projects of certificates and vouchers into separate report components. She further explained the Statement of Income and Expenses for Public Housing. A detailed analysis of the EHA's surplus accounts as of December 31 1991 showed any changes to the surplus accounts. rnn1/Minutes/052792EHAB0CMinutes EHA BOC Regular Meeting 05/27/92 Ms. Padgett explained that there were no year-end audit findings or material adjusting entries. Federal financial assistance reports were highlighted. These are expressions of opinion on the EHA's compliance with the requirements applicable to each of its major federal financial assistance programs, i.e. political activity, cash management, drug-free workplace, administrative requirements, Federal financial reports, and allocable costs/cost principles. Ms. Padgett stated that a sample of Certificates and Vouchers cases were checked at random to ensure compliance with Federal regulations and timeliness of updating. The EHA received an unqualified opinion from Bondi & Co., which is the highest opinion it could receive. IT WAS MOVED BY COMMISSIONER ZIEG TO ACCEPT THE AUDIT OF THE ENGLEWOOD HOUSING AUTHORITY'S FUNDS AND ACTIVITIES FOR THE FISCAL YEAR ENDING DECEMBER 31, 1991, FROM BONDI & CO., CERTIFIED PUBLIC ACCOUNTANTS. COMMISSIONER GULLEY SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Burns, Norden, Berlin, Gulley, Zieg None None None The Chairman declared the motion carried. Ms. Padgett then handed out a draft of a report which showed some financial trends for the EHA. Ms. Padgett commended the EHA in areas of financial data, stating it was very accurate, and the development of the Policies and Procedures Manual. She stated other areas to be commended were the development of computer pass words which were changed periodically to prevent unauthorized access to financial data. She stated the audit work papers and tenant files were very complete and the verification of the receipt of goods and services were now clearly indicated. Ms. Padgett stated that the annual physical inventory of property and equipment was not completed in 1991 and not reconciled to the inventory. Executive Director Malinowski commented that the EHA had a policy of conducting this physical invntory in the past but the new maintenance supervisor was not informed of this and thus it was not done. -2- EHA BOC Regular Meeting 05/27/92 Ms. Padgett also stated that a record of annual leave and personal leave accrued should be shown as a liability on the EHA's books at the end of the year. Ms. Padgett then discussed with the EHA Board the fact that as part of the audit, Bondi & Co. were directed to audit the Rehab program as well as the 312 Rehab Loan Program and the Urban Homestead Program. She stated that the Rehab accounts are in the hands of the City, but the EHA administers the programs, i.e. the City has the funds and takes care of the books of accounts, but the EHA is responsible for the audit of these funds as part of the EHA's audit. Ms. Padgett suggested that the Rehab homeowners' funds, the City funds, and the Bank funds not be commingled, but held in separate bank accounts. Ms. Padgett stated that she and Executive Director Malinowski would like to sit down with the City and try to find some mutually agreeable means of achieving some checks and balances to ensure the timely and accurate accounting of the Rehab funds. Executive Director Malinowski stated that the additional billing being presented at this meeting was due to additional City programs, the 312 Rehab Loan Program and the Urban Homestead Program. Additional time was billed because the City was not completely ready for the rehab portion of the audit when Bondi & Co. first came to them and due to the enlarged scope of the programs. According to the terms and conditions of the Memorandum of Understanding between the City of Englewood and the Englewood Housing Authority, the City will reimburse the EHA for the costs of the rehab audit. MEMORANDUM IT WAS MOVED BY COMMISSIONER GULLEY TO ACCEPT THE BILLING FOR ADDITIONAL TIME AND ALLOCATION OF RESOURCES INCURRED TO PERFORM THE REHAB PORTION OP THE AUDIT FOR FISCAL YEAR ENDING DECEMBER 31, 1991. COMMISSIONER BERLIN SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Burns, Norden, Berlin, Gulley, Zieg None None None The Chairman declared the motion carried. -3- EHA BOC Regular Meeting 05/27/92 IV. MINUTES IT WAS MOVED BY COMMISSIONER GULLEY TO ACCEPT THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD APRIL 29, 1992, AS PRESENTED. VICE CHAIRMAN NORDEN SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: v. VI. Burns, Norden, Berlin, Gulley, Zieg None None None The 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 May 27, 1992. · DIRECTOR'~ REPORT A. Narrative Report Chairman Burns stated that he will be attending the awards ceremony to receive the Individual Recognition Award from HUD. Commissioner Gulley stated that there will be a proclamation at City Council congratulating Chairman Burns for this award. The board requested that after the WAND loan closing, Executive Director Malinowski bring to the Board meeting an accounting of the EHDC reserves. Briefly discussed was the EHA office building space. Executive Director Malinowski stated that he would be talking with the tenants of Suite 201 to make sure they are actively looking for a new location for their office. B. Program Reports It was suggested that the Rehab Delinquency Report be changed to reflect that loans which are under 30 days late not be shown as "delinquent" to be consistent with the rest of the report that includes only loan amounts over 30 days owing as delinquent. It was agreed that in the future, if the percentage of delinquencies is unusually large, the reason why will be detailed on the report. -4- EHA BOC Regular Meeting 05/27/92 VII. VIII. IX. x. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Annual performance review of Executive Director This agenda item was moved to the end of the agenda FINANCIAL REPORTS The Financial reports were reviewed. The Board stated their pleasure with the financial reports as presented. CONSENT AGENDA Commissioner Zieg suggested that when the EHA or one of the programs it administers is the subject of a readers' poll in the Englewood Herald, that the questions asked of the readers also be presented with the results of the poll. Commissioner Zieg stated that he felt the EHA should subscribe to the Colorado Real Estate Journal. GENERAL DISCUSSION A. Commissioners' Choice Commissioner Gulley stated that at City Council a citizen of Englewood voiced his concerns over the handicapped and disabled residents at Simon Center who are housed with the elderly residents of Simon Center. Thomas J. Burns thanked the staff and Board for nominating him for the Individual Recognition Award from HUD. B. Director's Choice Executive Director Malinowski stated that the regulations governing the Public Housing Management Assessment Program (PHMAP) certification had not been fully published when HUD required the EHA to submit the original certification. Therefore, HUD was requiring the EHA to submit a revised Public Housing Management Assessment Program (PHMAP) Certification. He explained that a new Board resolution approving the revised certification would need to be passed by the Board and sent with the revised certification to HUD. -5- EHA BOC Regular Meeting 05/27/92 IT WAS MOVED BY COMMISSIONER ZIEG TO ADOPT RESOLUTION NO. 3 1 SERIES OF 1992, APPROVING SUBMISSION OF REVISED HUD FORM 50072 --PHMAP CERTIFICATION. COMMISSIONER GULLEY SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Burns, Norden, Berlin, Gulley, Zieg Nolie None None The Chairman declared the motion carried. IT WAS MOVED BY VICE CHAIRMAN NORDEN AT 8:10 P.M. TO ENTER INTO EXECUTIVE SESSION FOR THE PURPOSE OF CONDUCTING A PERFORMANCE REVIEW OF THE EXECUTIVE DIRECTOR. COMMISSIONER ZIEG SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Burns, Norden, Berlin, Gulley, Zieg None None None The Chairman declared the.motion carried. H Q 1. 1. Q B IT WAS MOVED BY VICE CHAIRMAN NORDEN TO RECONVENE THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD MAY 27, 1992 AT 9:30 P.M. COMMISSIONER GULLEY SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Burns, Norden, Berlin, Gulley, Zieg None None None The Chairman declared the motion carried. IT WAS MOVED BY COMMISSIONER BERLIN TO ADJOURN THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS AT 9:35 P.M. ;J /) )Lr,/ ~! . l • {/ l Thoma~ ·J. Bur-ns, Chairman I Secretary -6-