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HomeMy WebLinkAbout1993-04-28 EHA MINUTESI. II. III. IV. ENGLEWOOD HOUSING AUTHORITY Board ot commissioners Regular Meeting April 28, 1993 CALL TO ORDER The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 6:00 p.m. on Wednesday, April 28, 1993, at 3460 South Sherman Street, Suite 103, Englewood, Colorado, 80110, by Chairman Thomas J. Burns. Members Present: Members Absent: Also Present: STUDY SESSION Thomas J. Burns, Chairman Norleen Norden, Vice Chairman Sheri Gulley, Commissioner R. J. Berlin, Commissioner Bradley Zieg, Commissioner Paul Malinowski, Executive Director Mary c. Joyce, FSS Coordinator Mary A. Ryan, Recording Secretary Nothing presented for discussion under this agenda item. MINUTES COMMISSIONER GULLEY MOVED TO APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD MARCH 31, 1993 AS PRESENTED. VICE CHAIRMAN NORDEN SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Burns, Norden, Gulley None None Berlin, Zieg The Chairman declared the motion carried. mmZ/Minutes/04.28.93 EHA EHA BOC Regular Meeting 04/28/93 v. Patricia Kuskie, Director, Arapahoe County Employment and Training Division had formally requested to appear at the EHA Board Meeting on this date, regarding the FSS Case Management Proposal her agency submitted. The Chairman suggested that the Board skip over Agenda Item v., Pre-Scheduled Visitors, until the scheduled arrival of Ms. Patricia Kuskie at 6:30 p.m. These Minutes reflect the order of the agenda and not the actual time Ms. Kuskie appeared before the EHA Board. PRE-SCHEDULED VISITORS One of the organizations that submitted a proposal for Family Self-Sufficiency Program {FSS) Case Management was Arapahoe County Employment and Training. They administer the Job Training Partnership Act [JTPA] Program. They originally had protested the EHA's selection of Community Housing Servic~s {CHS) as contractor for the case management of the FSS Program. Ms. Joyce, FSS Coordinator and E/D Malinowski met with their representatives and spent some time reviewing their proposal in relation to EHA's evaluation criteria. Arapahoe County Employment and Training had the second highest score and an excellent proposal but their fees were quite high. E/D Malinowski explained to them that even though the EHA was amenable to negotiation on fees, their fee was so high it hurt them in the evaluation system and seemed too high to even negotiate. It appeared that they left the meeting with a better understanding of the EHA's process and stated their eagerness to submit another bid next time. Ms. Kuskie appeared before the Board and presented them with statistical data which highlighted the various aspects of her agency's job training programs. She pointed out that these programs have helped their clients earn competitive wages as a result of participation in these programs. She stated that her agency has earned a solid reputation over the years for their ability to help Arapahoe County's low income residents make the transition from a lifestyle supported by public assistance programs to one of self-sufficiency. -2- EHA BOC Regular Meeting 04/28/93 VI. Ms. Kuskie stated that it was her agency's hope to continue to develop strong linkages between existing job training and housing-sponsored programs. The Board thanked Ms. Kuskie for her appearance at the Board Meeting and for the data she presented. DIRECTOR'~ REPORT A. Narrative Report E/0 Malinowski updated the Board on the house moved to 3356 South Pennsylvania Street. He stated that the house had been moved and set on its foundation. The EHA 1992 Annual Report was handed out to the Board of Commissioners. It was briefly discussed. E/0 Malinowski stated that the Annual Report had, again this year, been a team effort with staff and himself doing the writing, Guy Blasi doing the typesetting, and Mary Ryan doing the cover art. The Board agreed that the finished product was very well done. B. Program Reports Discussion ensued regarding the Family Self-Sufficiency Program and the award to Community Housing Services, Inc. (CHS) of the contract to provide case management services for the FSS program. Vice Chairman Norden stated that during the Commissioners' Choice portion of this agenda she wanted to discuss the homeless meeting she attended on Friday, April 23, 1993. Chairman Burns asked about the Rehab program reevaluation. E/0 Malinowski stated that a full report on the findings from the meeting with homeowners and the meeting with contractors would be presented at the May or June Board meeting. -3- , EHA BOC Regular Meeting 04/28/93 VII. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Review of request to restructure rehab loan The Housing Finance Specialist discovered that the owners of this property had moved from the residence two years ago and were not using this property as their primary residence as is required in their note and deed of trust. The owners stated the home was too small for their growing family and they needed to move to a larger home. The owners requested to have their 0% interest rate, deferred loan of $6,616 amortized at an affordable monthly payment instead of paying the full amount in one lump sum as is now required. After review of the owner's financial statement, the family qualifies as a low-income family (67% of the median income for six persons). It was the recommendation of the Housing Finance Specialist that the family be set up on a 240-month term at the original 0% interest rate which would be a fixed monthly payment of $27.57 per month. Discussion ensued regarding whether the EHA should call the note due. E/D Malinowski stated that in the past there has been a precedent set of looking at the financial status of the family before deciding whether or not to call the note due or to set up amortized payments. Commissioner Gulley stated that she did not feel good about "subsidizing" the rehab loan that is now on a rental when there are families in the city who could use the rehab money to fix up their houses that they live in as is required by the Rehab Loan Program. The Commissioners asked that this item be tabled pending more information regarding the value of the property on today's market. -4- EHA BOC Regular Meeting 04/28/93 B. Discussion and action on proposed changes in Travel Policy. Our current Travel Policy was adopted by the Board of Commissioners on September 26, 1990. our policy was very similar to the City of Engelwood's with some additional clarifications. The City has revised its Travel Policy now and has two items the E/D wanted the Board to consider for revision to the EHA's policy. One item is the per diem allowance. The EHA conformed with the City's policy at the time of $30 per day regardless of location. The City now utilizes $35 per day or $40 per day if traveling to a locality specified by the IRS as a "high cost of living" designation. The other item is mileage reimbursement when a personal vehicle is used. The EHA currently pays a flat $.20 per mile within or outside of the Denver metropolitan area. The City has gone to a statement that employees and officials will be reimbursed at the current per mile rate approved by the IRS. In this way, they don't have to continually adjust the actual figure since the IRS does it for them. E/D Malinowski recommended to the Board that the EHA Travel Policy be revised to reflect the changes the City of Englewood has made to its Travel Policy. COMMISSIONER GULLEY MOVED TO REVISE THE ENGLEWOOD HOUSING AUTHORITY TRAVEL POLICY TO INCREASE THE PER DIEM ALLOWANCE TO $35 PER DAY OR $40 PER DAY IN IRS-DESIGNATED HIGH COST OF LIVING AREAS AND TO REIMBURSE MILEAGE FOR PERSONAL VEHICLE USAGE AT THE CURRENT RATE APPROVED BY THE IRS. VICE CHAIRMAN NORDEN SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Burns, Norden, Gulley None None Berlin, Zieg The Chairman declared the motion carried. -5- EHA BOC Regular Meeting 04/28/93 c. Discussion on financial commitment for compensation plan. At the EHA's August, 1992 board meeting, Monica Lopez of the City of Englewood's Employee Relations Division gave a talk on the City's new Compensation Plan. Under the new Plan, an employee can earn up to 20% above the old "D" step (now called the midpoint). At that same meeting, it appeared to be the consensus of the Board that the EHA should participate in the Plan. E/D Malinowski stated that before he begins the career development process with all the employees, he thought the Board should examine the financial aspects of the Plan. The Board reviewed the budgeted EHA salary for all employees in 1993. Discussion ensued regarding the substantial increase in salary expense if all employees participated in the Plan. The E/D explained that not all employees would participate (although he stated he anticipated that most would), nor at the top level of 20%. He further stated that for 1993 there would only be a partial year expense. Commissioner Gulley stated that the EHA should be able to allocate the necessary funds when the budgeting process takes place each year and not just look at 1993. Commissioner Norden stated that it appeared the EHA has three choices to consider: (1) whether or not to participate in the Plan; (2) if participation is agreed on, pay for the additional compensation out of Simon Center unrestricted reserves; and (3) if participation is agreed on, keep the allocated salaries as they are now and charge the additional compensation to the appropriate program showing the deficit thereby created. The Board agreed that regardless of the amount, a decision would need to be made on whether the EHA would participate in the City's Compensation Plan and if so, where the additional funds should come from. E/D Malinowski stated that in this year's budget, only Simon Center shows a significant -6- EHA BOC Regular Meeting 04/28/93 positive cash flow. All other programs will dip into their reserves (Public Housing projects a $278 surplus). The Board discussed other options such as: capping the additional salary at a figure lower than the 20%; tieing the additional amount to fund performance (almost like a "profit-sharing"), etc. E/D Malinowski explained that as far as the City's funding this plan for their employees, they have set aside additional money in one line item of the General Fund for all employees. Housing Division employees (Janet Grimmett and Jerry Nestler) would fall into this category and not the EHA salary. Lengthy discussion ensued on annual goal setting and how much additional compensation the EHA would pay each year (i.e. five percent additional compensation per year with an additional five percent set aside for bonuses at the end of the year or ten percent additional compensation per year with an additional five percent set aside for bonuses, etc.). Further discussion was centered around the traditional use of Simon Center unrestricted reserves for capital improvements, land acquisition and housing, not administrative expenses such as salaries. Discussion ensued regarding how City of Englewood departments had set up or modified the basic Compensation plan, i.e., how they may have structured the monetary compensation for each year. V/C Norden stated that the EHA should get started on doing the career development process with its employees since the Housing Division employees will be in this compensation plan. Commissioner Gulley suggested that E/D Malinowski talk with Lee Merkel, Director of Community Development, and Randie Barthlome, Director of Administrative Services to see if the City would be willing to help fund the EHA's compensation plan. Also suggested was E/D Malinowski talk with Mike Woika, Manager of Utilities, who was instrumental in the successful development of that department's compensation plan. -7- EHA BOC Regular Meeting 04/28/93 Further discussion concerned what additional skills could be acquired, goals achieved, or professional designations achieved which would justify EHA employees receiving additional compensation under the new plan. COMMISSIONER GULLEY MOVED TO ADOPT THE FUNDING COMPENSATION FEATURE OF THE CITY OF ENGLEWOOD'S COMPENSATION PLAN AND AUTHORIZE FUNDING TO IMPLEMENT THE COMPENSATION PLAN FOR ENGLEWOOD HOUSING AUTHORITY EMPLOYEES IN AN AMOUNT NOT TO EXCEED $35 1 000 FOR THE REMAINDER OF FISCAL YEAR 1993 AND EACH PROGRAM SHOULD SHOW THE APPROPRIATION APPLICABLE TO THAT PROGRAM. VICE CHAIRMAN NORDEN SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: VIII. IX. x. Burns, Norden, Gulley None None Berlin, Zieg The Chairman declared the motion carried. FINANCIAL REPORT Accepted as presented with inconsiderable discussion. CONSENT AGENDA Nothing was presented under this agenda item. GENERAL DISCUSSION A. Commissioners' Choice Vice Chairman Norden wanted to discuss the homeless meeting she attended on April 23. She stated that there were many representatives of the community at the meeting and that it was a very emotional and passionate meeting. City Council representative, Tim Bullock, asked for nominations for chairman of the committee. Mr. Bullock was elected Chairman of the Englewood Homeless Task Force. V/C Norden stated that it was clear that identifying the numbers of homeless persons in En'glewood would be a difficult but important part of the committee's work. Ms. Norden stated that the task force felt it was premature to network with other cities to coordinate the services for the homeless. -a- EHA BOC Regular Meeting 04/28/93 XI. Ms. Norden stated that the EHA's representative, Evelyn Lee, did an excellent job. She stated Ms. Lee's input was well organized and thorough. Ms. Norden requested that Ms. Lee submit a report in the Board Packet each month in order to update the Board on what the task force was doing. B. Director's Choice E/0 Malinowski wanted the EHA Board's permission to donate the old Merlin phones to the Association for Community Living of Arapahoe County, a non-profit organization working with persons with disabilities. He stated the EHA has had the old phones in storage since the new phone system was purchased. The consensus of the Board was that this donation would be acceptable to them. ADJOURNMENT IT WAS MOVED BY COMMISSIONER GULLEY TO ADJOURN THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS AT 8:15 P.M. ON WEDNESDAY, APRIL 28, 1993 Secretary -9-