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HomeMy WebLinkAbout2003-07-02 EHA MINUTES• • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting July 2, 2003 The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 4:40 p.m. on Wednesday, July 2, 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 Brad~haw, Ex Officio Ed Sanborn, Commissioner none Cheryl St. Clair, Executive Director Jo Hamit, Administrative Manager Geula Sherman, Financial Services Manager A. Regular Meeting held June 4, 2003. MOTION COMMISSIONER NORDEN MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD JUNE 4, 2003 AS WRITTEN . COMMISSIONER SANBORN SECONDED THE MOTION. • • • EHA BOC Regular Meeting 07-02-03 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: Resident activities continue to be scheduled. EID St. Clair pointed out that the mountain barbeque scheduled for June 27 on Dillon Lake was cancelled and will be rescheduled later in the summer. 2. Simon Center: The residents voted to have the ornamental iron fence installed around the south patio area. The fire department conducted their annual fire safety inspection during the last week of June. 3. Public Housing Family Duplexes: A chain link fence is being installed in the back yard of one of the public housing duplexes on Lincoln Street near Dartmouth. Chain link material was chosen to match up to neighboring fences adjacent to the property. 4. Waiting Lists: Nothing new to report. 5. Section 8 Existing: A briefing was held during the middle of June in an effort to lease the remaining vouchers for the program. In addition, a number of participants have ported into the 2 • • • EHA BOC Regular Meeting 07-02-03 Englewood program during the last month. Both of these factors are expected to contribute to the program being fully leased within the next two months . The first phase of the conversion from project-based to tenant-based vouchers at Castle Creek Commons in Castle Rock is nearly complete. The majority of the conversion work was contracted out to a local firm, Professional Assessment Management Services , although the EHA staff provides the background checks on prospective tenants. 6. Normandy: Staff will consider the necessity of repairing/reinstalling the fence on the south side of the Normandy building, which was damaged during the March snow storm. Staff has experienced increased interest and leasing activity in the last month. EID St. Clair reported that staff has received information that the two single family units just to the north of the Normandy are for sale. Commissioner Bobeda offered to obtain additional information on these properties are report back to the board next month. 7. Off-Site properties: Nothing new to report . 8. Administrative: Commissioner Bobeda moved and Commissioner Leonard seconded that the Board convene an Executive Session to discuss a personnel matter. Following a brief discussion, Commissioner Bobeda moved and Commissioner Leonard seconded that the regular session be reconvened. 9. Agency Goals and Strategic Plan: Nothing new to report. B. Financial Reports EID St. Clair stated that the HUD operating subsidy is not reflected in the most current public housing statements for the end of May, 2003, however, an allocation of $37,000 was received on June 2, which will be reflected on next month's statements. F/S/M Sherman added that a letter received from HUD last week indicated that the funding would be at 93%, rather than 90% previously indicated. EID St. Clair also noted that the budget amendment approved last month will be reflected in the June statements which will be submitted to the Board at the August meeting . 3 • • • EHA BOC Regular Meeting 07-02-03 C. Program Reports Commissioner Norden inquired as to why the Englewood Section 8 program is only at 93% leased. F/S/M Sherman stated that all vouchers have been issued and participants have vouchers and are out looking, but have not leased up yet. EID St. Clair pointed out that, while the percentage of units leased is at 93%, 99% of the HAP budget is committed. She also stated that a large number of participants have ported into Englewood during the previous month. VII. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Draft of Employee Handbook EID St. Clair distributed copies of written comments from EHA' s legal counsel, Lee Applegate, regarding the draft of the employee handbook, which are primarily related to wording. She stated that the handbook has been compiled from samples from PRADA, CIR.SA and the state of Colorado. The Board is being asked for their comments prior to a final review by Lee. Following a brief discussion with suggested changes to the handbook, it was determined that the handbook be modified incorporating comments from the board, and a second draft be submitted to Lee Applegate for final review and comments. A final draft will be presented to the Board for approval as soon as possible . B. Resolution No. 12, Approving Write-off of Uncollectible Tenants Accounts Receivable for various housing programs. EID St. Clair pointed out that when the bad debts are written off, they continue to be pursued for collection. She noted that the amount being written off is considerably lower than previous amounts. The largest amount being written off is for the Homeless Prevention Program, which reflects small loans to housing participants for emergency needs (rent and/or security deposits, utility bills, etc.). MOTION COMMISSIONER BOBEDA MOVED TO APPROVE RESOLUTION NO. 12, SERIES 2003, APPROVING THE WRITE-OFF OF UNCOLLECTIBLE TENANTS ACCOUNTS RECEIVABLE FOR VARIOUS HOUSING PROGRAMS. COMMISSIONER LEOANRD SECONDED THE MOTION. Ayes : Nays: Abstained: Absent: Bobeda, Medlock, Leonard, Norden, Sanborn None None None 4 • • • EHA BOC Regular Meeting 07-02-03 The Chairman declared the motion carried. VIII. INFORMATION AGENDA Visuals of the beehive removal at the Normandy apartments were noted. IX. GENERAL DISCUSSION A. Commissioner's Choice Commissioner Leonard asked if the new state insurance legislation will affect the agency's automobile rates. EID St. Clair stated that staff will check into it. Commissioner Leonard asked about tenancy in the upstairs units of the office building. EID St. Clair stated that she is talking to several prospective health-related tenants, and she does not think there will be a problem leasing the units. Commissioner Sanborn stated that the interim cleaning crew did an excellent job cleaning at the building. EID St. Clair stated that the work is currently being bid out for a new cleaning company, and the company who cleaned today are one of the bidders. Commissioner Bobeda inquired about the summer retreat. EID St. Clair stated that, she delayed the session for a month so that the new commissioner could participate in the discussions .. Commissioner Bobeda stated that there is money available to borrow now at very low interest rates. B. Director's Choice EID St. Clair distributed copies of a letter from Mayor Bradshaw to Shelley Thompson, who is the newly appointed board commissioner. Ms. Thompson was appointed to the board on July 7, is expected to attend the August board meeting. EID St. Clair also distributed copies of the proposed Intergovernmental Agreement with the City and copies of a letter from the Colorado Intergovernmental Risk Sharing Agency (CIR.SA) indicating that the agency accomplished 102 points for its final audit score for 2003. This score is the maximum points available to the agency for the year. EID St. Clair thanked Commissioner Leonard for his service on the Board and presented him with a gift and a card. C. City Council Communication Commissioner Bradshaw reported that the grand marshals for the city's holiday parade will be the nominees for Citizen of the Century. The City continues to explore the possibility of the occupational privilege tax to help reduce the city's budget shortfall projections . 5 • • • EHA BOC Regular Meeting 07-02-03 X. EXECUTIVE SESSION Nothing presented. XI. ADJOURNMENT MOTION COMMISSIONER LEONARD MOVED TO ADJOURN THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD JULY 2, 2003 AT 6:35 P.M. COMMISSIONER BOBEDA SECONDED THE MOTION. THE MOTION CARRIED. Debi Medlock, Chair Cheryl St. Clair, Executive Director 6