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HomeMy WebLinkAbout2003-06-04 EHA MINUTES• • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting June 4, 2003 The Regular Meeting of the Englewood Housing Authority Board of Commissioners was cal!ed to order at 4:40 p.m. on Wednesday, June 4, 2003, at 3460 South Sherman Street, Suite 101, Englewood, Colorado, 80110, by Chairman Debi Medlock. II. ROLL CALL Members Present: Members Absent: Also Present: III. STUDY SESSION Nothing presented. IV. MINUTES Debi Medlock, Chair. Norleen Norden, Vice Chair Don Bobeda, Commissioner Shawn Leonard, Commissioner Beverly Bradshaw, Ex Officio Ed Sanborn, Commissioner none Cheryl St. Clair, Executive Director Jo Hamit, Administrative Manager Geula Sherman, Financial Services Manager A. Regular Meeting held May 7, 2003 . MOTION COMMISSIONER LEONARD MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD MAY 7, 2003 AS WRITTEN . COMMISSIONER SANBORN SECONDED THE MOTION. • • • EHA BOC Regular Meeting 06-04-03 Ayes: Nays: Bobeda, Medlock, Leonard, Norden, Sanborn None Abstained: None Absent: None The Chairman declared the motion carried. V. PRESCHEDULED VISITORS None VI. DIRECTOR'S REPORT A. Narrative Report 1. Orchard Place: EID St. Clair explained that the Resident Council financial account is currently inactive until a new resident council can be activated. In the meantime, funds are being deposited into a separate activities account, which funds social events for all building residents . EID St. Clair requested a board discussion on a policy for the activities account. She stated that currently, activities are funded based on a firm number of residents who express interest in the activities and sign up to participate in them. Several residents have suggested that additional food be provided at events in case residents who did not sign up decide to participate at the last moment, and that any food that is not used be split among those who attend. The Board discussed the issue and generally concurred that the policy should be that funding be provided for only as many residents as sign up for a particular activity. Commissioner Sahborn stated that, at Simon Center, they have a savings account (which is primarily from a donation), a checking account for activities, and a coffee account, which is used like a petty cash account. Their treasurer cannot write a check over $50.00 unless it is approved by the Council. They also have a Ways and Means Committee that usually approves the $50.00 check. The Board also discussed the notion of utilizing a portion of the funds from the laundry machines to pay for the service coordinator's salary. Commissioner Sanborn said that he will raise the issue for discussion at the Resident Council meeting on June 5. The Board concurred that $25 per week should be allocated from the laundry funds from each building to supplement the salary of the service coordinator. 2. Simon Center: EID St. Clair stated that fence bids have been received for several different types of fencing for the area around the south patio. The options are a two rail split rail, 2 • • • EHA BOC Regular Meeting 06-04-03 ornamental iron that is 42 inches high, and a four-foot cedar fence. The residents will be able to decide which option they prefer. Commissioner Sanborn said he will present the options to the residents at the June 5 Resident Council meeting. 3. Public Housing Family Duplexes: Nothing new to report. 4. Waiting Lists: ~Application are still being taken for the one-bedroom units at Orchard Place and Simon Center; all other wait lists are closed. 5. Section 8 Existing: There has been some turnover in leased units, and a large briefing session is scheduled for June 13. Staff has been busy with tlie Castle Rock conversion. The owner of the complex had intended to charge higher rents, but with the rents going down in recent months, the rent reasonableness requirement has changed the situation. 6. Normandy: EID St. Clair stated that a large beehive was removed from the north end of the building, and that photos will be presented at next month's meeting. EID St. Clair also reported that, as a result of the discussion at last month's meeting regarding renovation of the lobby area, staff has reviewed the bids received approximately one year ago. It has been determined that the bids need to be updated and should also include the upgrading of the intercom system. EID St. Clair said that once the information is updated, the Board can make a decision on whether or not to approve a special expenditure from the HCD fund to go forward with the renovation. 7. Off-Site properties: Nothing new to report. 8. Administrative: Nothing new to report. 9. Agency Goals and Strategic Plan: Nothing new to report . 3 • • • EHA BOC Regular Meeting 06-04-03 B. Financial Reports EID St. Clair stated that the HUD operating subsidy amount is not shown in the April financial report; however, it has been received and will be reflected in next month's report. The recommended budget amendments will be discussed later in this meeting and, if approved, will be reflected in next month's report as well. C. Program Reports EID St. Clair noted that, although the report shows that there are 19 units that are not --under lease, the program is at 99% of HAP budget, which indicates that the program is nearly fully leased. EID St. Clair also reported that the contract with the state Division of Housing for EHA to administer the Douglas County Program directly has been executed, with the understanding that, when Douglas County's housing authority is up and running, the responsibilities for the voucher program will change over to them. Commissioner Norden asked if it might ·make sense to apply for more Section 8 vouchers, given that the waiting list won't be opened until next year and the need for low income housing continues to be strong. EID St. Clair stated that the list could be purged to determine how many applicants continue to need housing. Commissioner Norden stated that the deadline for application is fast approaching. EID St. Clair stated she would look at the feasibility of putting an application together for this purpose. She also said that staff would look at money for assisted living projects as well . VII. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Resolution No. 9, Amendments to 2003 Consolidated Agency Budget F/S/M Sherman reviewed each of the items requiring an amendment to the budget. The first requested amendment was for the HUD public housing operating subsidy, the calculation factors for which were not published until January 2003 . The budget numbers were based on the previous year's factors. The second requested amendment was for the Payment in Lieu of Taxes (PILOT), which was estimated, but required actual figures that were not available until year-end to perform the actual calculation. The third requested amendment, telephone and internet connect, required an adjustment due to a formula error in the spreadsheet. The fourth requested amendment was for worker's compensation costs, which were estimated based on previous costs through the city prior to receiving the final cost figures from the carrier. The fifth requested amendment was for general liability and property insurance, which renews each year in April. At the time the budget was being compiled, the estimate was based on the current year's premiums since the new rates, which increased considerably, were unknown. The final requested amendment was for health insurance costs, which were unknown at the time the budget was finalized and which increased significantly from 2002 to 2003 . 4 • • • EHA BOC Regular Meeting 06-04-03 MOTION COMMISSIONER BOBEDA MOVED TO APPROVE RESOLUTION NO. 9, SERIES 2003, AMENDING THE 2003 CONSOLIDTED AGENCY BUDGET AS PRESENTED. COMMISSIONER NORDEN SECONDED THE MOTION. Ayes: Nays: Abstained : -Absent: Bobeda, Medlock, Leonard, Norden, Sanborn None None None The Chairman declared the motion carried. B. Resolution No. 10, Approving Agency Safety Policy NM Hamit stated that an agency Safety'Policy is being proposed at this time as one of several requirements during the first six months of members for continued membership with the Colorado Intergovernmental Risk Sharing Agency (CIRSA) for worker's compensation insurance. The policy has been modeled after a suggested CIRSA sample and modified to fit the needs of the housing authority. Included in the policy is the identification of a safety officer for the agency and a list of safety officer duties and responsibilities. NM Hamit said that the Safety Policy will be reviewed with staff members at their regular staff meeting on June 10. MOTION COMMISSIONER LEONARD MOVED TO APPROVE RESOLUTION NO. 10, SERIES 2003, APPROVING AN AGENCY SAFETY POLICY. COMMISSIONER SANBORN SECONDED THE MOTION. Ayes : Nays: Abstained: Absent: Bobeda, Medlock, Leonard, Norden, Sanborn None None None The Chairman declared the motion carried. C. Resolution No. 11, Approving 2002 Audit Report EID St. Clair stated that staff neglected to provide a resolution to approve the 2002 Audit Report that was presented at the May 7, 2003 regular board meeting . 5 • • • EHA BOC Regular Meeting 06-04-03 MOTION COMMISSIONER NORDEN MOVED TO APPROVE RESOLUTION NO. 11, SERIES 2003, APPROVING THE 2002 AGENCY AUDIT REPORT. COMMISSIONER LEONARD SECONDED THE MOTION. Ayes: Nays: Bobeda, Medlock, Leonard, Norden, Sanborn None Abstained: ~Absent: None None The Chairman declared the motion carried. VIII. INFORMATION AGENDA EID St. Clair noted that the visuals are of the Normandy lobby area. IX. GENERAL DISCUSSION A. Commissioner's Choice Commissioner Sanborn stated that some residents have been helping with the flower planting and, since there are no outside water spigots, the only available water is located inside in the janitor's closet. He reported that a resident left the water running recently and it caused some flooding in the building over the weekend, which resulted in the residents not being able to use the water from that room. He wanted to know if there was any way of getting access to the room. EID St. Clair stated that there will need to be an alternative. Commissioner Sanborn suggested that a designated person have access to the janitor's closet on the weekends. EID St. Clair said she would look into some options. Commissioner Leonard said that his term is expiring in July, and he will not be renewing his post on the board. EID St. Clair asked ifhe would attend the July meeting so that he can be recognized for his service. Commissioner Leonard stated that he was recently in the hospital and witnessed a family of a head injury patient who had no place to stay. The experience made his wonder if consideration could be given to furnishing several units in the Normandy to utilize for this purpose, and possibly work with Swedish and Craig hospitals to assist families of seriously injured patients with reasonably-priced, short-term accommodations. Commissioner Norden reported that she is retiring from her position with the state after 29 years. She intends to remain on the housing board. A reception in her honor will be 6 • • • EHA BOC Regular Meeting · 06-04-03 X. held on July 1 from 3:00 to 6:00 p.m. in the Community Room at the City Hall building. B. Director's Choice Nothing presented. C. City Council Communication Commissioner Bradshaw reported that the City continues to try to resolve budgetary issues. Measures taken thus far include a hiring freeze, delayed pay for performance, delayed fleet equipment and computer purchases, transfer of as much as possible from the capital fund to the general fund, increase of some fees, personal leave furloughs, and a restriction on out-of-state travel. The city is also looking at implementation of an occupational tax, which would need to be approved by the voters . Commissioner Bradshaw stated that the City of Sheridan is in the process of forming an urban renewal district on the West side of Santa Fe from Hampden to Oxford. The urban renewal plan is expected to come out in August. Commissioner Bradshaw reported that the Farmer's Market starts Saturday, June 7 in the Plaza. EXECUTIVE SESSION Nothing presented. XI. ADJOURNMENT MOTION COMMISSIONER LEONARD MOVED TO ADJOURN THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD JUNE 4, 2003 AT 6:45 P.M. COMMISSIONER SANBORN SECONDED THE MOTION. THE MOTION CARRIED. Debi Medlock, Chair Cheryl St. Cl ir, Executive Director 7