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HomeMy WebLinkAbout1995-09-27 EHA MINUTESENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting September 27, 1995 L CALL TO ORDER The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 6:15 p.m. on Wednesday, September 27, 1995, at 3460 South Sherman Street, Suite 101, Englewood, Colorado, 80110, by Vice Chairman Norleen Norden. IL ROLL CALL Members Present: Members Absent: Also Present: III. STUDY SESSION Norleen Norden, Vice Chairman Debi Medlock, Commissioner Steve Mulhern, Commissioner Thomas J. Bums, Chairman Matt Innes, Commissioner Billie and Florine Hoffer, Past Building Attendants at Orchard Place Guy Blasi, Past Housing Manager, EHA Dave Paschal, Englewood Historical Society Paul Malinow$ki, Executive Director Mary A. Ryan, Recording Secretary Vice Chairman Norden introduced past Orchard Place Building Attendants, Billie and Florine Hoffer to the Board members present. She stated it was her pleasure to make the presentation to the Hoffers who were building attendants at Orchard Place for over ten years and thanked them for their years of wonderful service. Vice Chairman Norden also stated that it was her pleasure to make a presentation to an "old friend", Guy Blasi, to thank him for his years of service to the Englewood Housing Authority as a housing manager. Plaques were presented to the Hoffers and Guy . EHA BOC Regular Meeting 09/27/9S IV. MINUTES A. Regular Meeting held August 30, 1995. MOTION COMMISSIONER MEDLOCK MOVED TO ACCEPT THE MINUTES OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS' REGULAR MEETING HELD AUGUST 30, 1995 AS PRESEN'EED. COMMISSIONER MULHERN SECONDED THE MOTION. Ayes: Nays: Norden, Mulhern None Abstained: Medlock Absent: Bums, Innes The Vice Chairman declared the motion carried. The Board moved forward in the agenda and covered Items "VJ through "VIL D. before Item V (Pre- Schedu/ed Visitors). However, the Minutes will reflect the order of the written agenda. V. PRE-SCHEDULED VISITORS Dave Paschal of the Englewood Historical Society was present to give the Board an update on the Train Depot Project. Since Board Members Medlock and Mulhern had been appointed since the last Train Depot update, Mr. Paschal gave an historical overview of what had happened with the project since inception. Mr. Paschal stated that the architectural style of the Englewood Depot was mainly geared towards the Southwest and this building was one of fifty of its type constructed. However, the Englewood Depot is unique because it has a baggage area. Another unique item is the way in which it was constructed on pylons about two feet in diameter for support of the building. Mr. Paschal stated that the building was moved onto its present site last year in the fall and placed on the new foundation. He stated the new foundation will allow for office space in the basement which the Englewood Historical Society hopes to be able to rent and generate income to enable them to repay the EHA their loan. He also stated that the structural steel and concrete for the floor will allow for a duplication of the original floor. Vice Chairman Norden asked if the upstairs of the Depot could be used for functions such as receptions. Mr. Paschal stated that the consensus of the Depot Committee is that the upstairs space might allow for an open house but the displays planned for that area minimize open space and would not allow for a large gathering without jeopardizing the displays. Mr. Paschal stated that last year the Englewood Historical Society applied for a grant from the Colorado Historical Society and received $100,000 (the amount for which the EHS applied). He stated that there were a number of items on the budget that they wanted to fund with the 2 c:\winword6\minutes\09279 Sch.doc ·e EHA BOC Regular Meeting 09/27/95 grant money but which the grant will not pay for since the grant will pay for items to be done in the future, not items which have already been done. EID Malinowski stated that he is helping the EHS restructure their contract with the Colorado Historical Society in order to pay for items such as the roof. Discussion ensued regarding Winslow Crane Company doing a lot of the dirt removal from the Depot lot and taking it to the Englewood Golf Course. Mr. Paschal stated that Winslow Crane is performing a lot of"pro bono" work on the Depot project such as grading the lot and getting it ready for landscaping. Further discussion concerned the sidewalk on the Dartmouth side of the Depot lot. Mr. Paschal stated that there were strong indications that the sidewalk was significantly closer to the Depot building than originally planned thereby necessitating the construction of a retaining wall. This has caused the Depot committee to rethink their original plans for placing a portion of the original loading dock next to the Depot building. He stated that this situation is being looked into to try to continue with original plans concerning the loading dock. Mr. Paschal stated that one of the EHS' s concerns is to start paying money back to the Housing Authority. He stated that the EHS has identified about thirty areas whereby the EHS could do fund raising in order to begin paying the EHA back. Discussion ensued regarding how much money is in the project presently and how much money it would take to finish the project. Mr. Paschal stated that some "in-kind" services have been offered to the Depot Committee (such as woodworking on the door and window frames). Vice Chairman Norden asked what the Depot Committee is thinking their time frame for completion in order to have tenants in the basement offices would be. Mr. Paschal stated that the parking and grade finish would have to be completed before tenants could be in the basement offices and he gave no estimate on the completion of these items. Commissioner Mulhern asked about any grants the Depot Committee could apply for using the original Colorado Historical Society grant as matching money. Mr. Paschal stated that he has written over I 00 letters requesting funding help. He stated that most granting institutions want to see that a certain amount of money has already been put into the project before they grant any funding. Mr. Paschal further stated that it was the Depot Committee's strategy to use the smaller amounts of funds to make "big" improvements in the building and site and then go after the larger grant amounts based on the improvements made. EID Malinowski stated that one of the things he and Dave Paschal have discussed is the EHA's continued involvement with the project and that could take the form of construction manager of the project with the Authority being paid for the construction management services. Dave Paschal stated that an article written in the Englewood Herald requesting historical articles resulted in a great deal of artifacts being donated for the museum. 3 c:\winword6\rninutes\09279 Sch .doc e EHA BOC Regular Meeting 09/27/95 Further discussion concerned fund raising coordination and Hank Long of the Englewood Public Library and Larry Nisbet of Englewood Schools work on writing grant applications. Mr. Paschal thanked the Board for having him at the meeting and the Board thanked Mr. Paschal for his update presentation. Mr. Paschal left the meeting at this point. EID Malinowski stated that he felt that it would be wise for the EHA to "protect its investment" by taking on construction management of the project and having the Rehab Construction Specialist, Steve Ozburn, appointed as the EHA's construction manager in order to finish the project and then get the EHA repaid. VI. DIRECTOR'S REPORT A. Narrative Report Issues discussed were: Personnel changes, specifically the hiring of the FSS program participant to work as a full-time assistant to Yvonne Gonzales and the new tenants for the EHA office building. The Rehab Funding History report was discussed concerning the number of banks in the Rehab Loan Bank Consortium versus the amounts of funding from the consortium throughout the years. B. Program Reports Briefly discussed was the Occupancy Status Report and the number of vacancies in the Public Housing Duplex units. VIL DISCUSSION ITEMS A. Approval to initiate foreclosure process -Rehab loan This Rehab Loan became delinquent in December 1994. The homeowner brought the account current in May, 1995, but the loan is again delinquent. Standard delinquency letters were sent monthly to the homeowner with the City Attorney sending another Demand for Payment letter on August 24. No response or payments have been received by either the City Attorney's office or by the Housing Authority. EID Malinowski stated that this request to initiate foreclosure process does not mean the EHA will not still contact the homeowner one last time and try to work out a payment plan. However, he stated, if the homeowner is unresponsive, the EHA will begin foreclosure based on the Board's approval at this meeting. 4 c:\winword6\minutcs\09279 Sch.doc ERA BOC Regular Meeting 09/27/95 MOTION COMMISSIONER MEDLOCK MOVED TO APPROVE INITIATING THE FORECLOSURE PROCESS ON REHAB LOAN NO. 152. COMMISSIONER MULHERN SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Norden, Medlock, Mulhern None None Bums, Innes The Vice Chairman declared the motion carried. B. Ratify poll regarding CIAP budget On September 5, the EHA received notification from HUD that partial approval of the EHA' s application for the Comprehensivejmprovement Assistant Program (CIAP) for our public housing development (Orchard Place and the duplex units) had been received. The EHA applied for about $500,000 and received $197,186. HUD required the EHA to send them the EHA's CIAP budget and a Board resolution approving the CIAP budget by September 25 (before the Board Meeting). A personal contact poll of the EHA commissioners was done. The Board was asked to pass a motion ratifying the personal contact poll and approving the CIAP budget. MOTION COMMISSIONER MULHERN MOVED TO RATIFY THE PERSONAL CONTACT POLL CONDUCTED SEPTEMBER 16, 1995 AND ADOPT RESOLUTION NO. 2, SERIES OF 1995, APPROVING THE CIAP BUDGET. COMMISSIONER MEDLOCK SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Norden, Medlock, Mulhern None None Bums, Innes The Vice Chairman declared the motion carried. C. Revision of Procurement Policy regarding threshold of formal bids. The Office of Management and Budget recently published a final regulation that increases the threshold amount above which formal , sealed bids must be taken. The amount was previously $25,000 but is now $100,000. EID Malinowski stated that our s c:\winword6'minutes\09279Seh.doc EHA BOC Regular Meeting 09/27/95 Procurement Policy passed in 1990 was based on the old threshold of $25,000. Legal counsel encouraged the EHA to change our procurement policy to match the increased amount. EID Malinowski also pointed out that the EHA may sometimes feel it preferable to utilize the formal sealed bid process even for amounts under $100,000. MOTION COMMISSIONER MULHERN MOVED TO REVISE THE ENGLEWOOD HOUSING AUTHORITY PROCUREMENT POLICY TO REFLECT THE NEW THRESHOLD AMOUNT ABOVE wmCH FORMAL, SEALED BIDS MUST BE TAKEN TO $100,000. COMMISSIONER MEDLOCK SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Norden, Medlock, Mulhern None None Bums, Innes The Vice Chairman declared the motion carried. D. Decision on Retreat follow-up activities. A report on the Board's goal setting retreat held September 16 was prepared by Joe Racine and distributed to the Board. The report contains the EHA Board's vision statements and other information from the retreat. Mr. Racine is proposing a follow-up to the retreat in the form of focus groups. The Board discussed the value of focus groups and which stakeholders they would like to have in the focus groups. Vice Chairman Norden asked about the proposed price of Mr. Racine facilitating the focus groups in order to gain additional insight into the Authority's strategic planning process.· Mr. Racine felt two or three groups would be sufficient to gather meaningful input. Commissioner Medlock stated that Englewood focusing On Tomorrow (EFOT) had used focus groups successfully. EID Malinowski stated he would suggest that the makeup of the first focus group should be EHA residents and City of Englewood citizens. It was the consensus of the Board members present that a focus group would be a worthwhile and beneficial continuation of the work started at the Board's retreat. 6 c:\winword6\ininutes\09279Seh.doc EHA BOC Regular Meeting 0 9/27/95 VIll. FINANCIAL REPORTS Briefly noted was the Financial Statement Summary as requested by the Board at the Executive Director's evaluation. The Board approved of the format. IX. CONSENT AGENDA Noted with no discussion . X. GENERAL DISCUSSION A. Commissioners' Choice Vice Chairman Norden stated that she would be retiring from the Rehab Loan Committee in December, 1995, and had asked Commissioner Mulhern to become the EHA Board's representative on that committee. She stated that Commissioner Mulhern and she would both attend the November Rehab Loan Committee meeting in order to answer questions Commissioner Mulhern might have . B . Director's Choice EID Malinowski stated that the large parcel of ground directly to the north of the EHA building had recently been brought to his attention as a potential acquisition. Brief discussion ensued regarding the history of the lot and what had been planned for the vacant lot in the past. He stated that the City has decided to not use the lots for Malley Center parking and to liquidate its properties such as these. He further stated he felt the Authority could develop a plan to put some housing on these lots which would target first-time homebuyers. Discussion ensued regarding what type of housing could be put on the lots if the City sold them to the EHA. The Board members present felt that this plan would follow the vision statements formulated at the Board's goal setting retreat and authorized EID Malinowski to negotiate with the City for the acquisition of all five lots north of the EHA office building. 7 c:\winword6\minutes\09279 ~eh.doc e EHA BOC Regular Meeting 09/27/95 XL ADJOURNMENT MOTION COMMISSIONER MEDLOCK MOVED TO ADJOURN THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD SEPTEMBER 27, 1995, AT 8:20 P.M. ~-M ~y~ ecording Secretary 8 c:\winwonl6\minutes\092795ch.doc