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HomeMy WebLinkAbout2003-12-03 EHA MINUTES' • • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting December 3, 2003 The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 4:45 p .m. on Wednesday, December 3, 2003, at 3460 South Sherman Street, Suite 101, Englewood, Colorado, 80113, 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 Shelley Thompson, Commissioner Beverly Bradshaw, Ex Officio Ed Sanborn, Commissioner Cheryl St. Clair, Executive Director Dawn Shepherd, Incoming Executive Director Jo Hamit, Administrative Manager Dean Rohr, Operations Manager Geula Sherman, Financial Services Manager A. Regular Meeting held November 5, 2003. MOTION COMMISSIONER BOBEDA MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD NOVEMBER 5, 2003 AS WRITTEN. COMMISSIONER NORDEN SECONDED THE MOTION. • • • EHA BOC Regular Meeting 12-03-03 Ayes: Nays : Bobeda, Medlock, Norden None Abstained : Thompson Absent: Sanborn The Chairman declared the motion carried. V. PRESCHEDULED VISITORS Dawn Shepherd, the agency's new Executive Director, was present and was welcomed by the Chairman and the Board. VI. DIRECTOR'S REPORT A. Narrative Report 1. Orchard Place EID St. Clair reported that an election for a new resident council was held on November 12. Residents elected a president, vice-president, secretary, treasurer and at-large representative. The new officers sponsored a Thanksgiving dinner for the building residents during Thanksgiving week. 2. Simon Center EID St. Clair stated that she will introduce the new director to residents of both buildings at the next roundtable meetings, which are scheduled for mid-December. 3. Public Housing Duplexes Nothing new to report . 4. Waiting List The waiting list for the Sheridan Section 8 program has been open since November20, and completed applications were taken on December 2 and 3. Over 300 applications were taken during this time for approximately 12 available vouchers. Staff expects to open the waiting list for the public housing family duplex units over the next several weeks . 2 , EHA BOC Regular Meeting 12-03-03 • 5. Section 8 Existing Program • • EID St. Clair reported that the Englewood waiting list currently has approximately 65 names, most of whom are single applicants. Staff expects to purge the list after the first of the year and, depending on the response, will consider opening the waiting list sometime during the first quarter of 2004. 6. Normandy Apartments 0/M Rohr reported that a water line broke during the cold snap that occurred the last week in November. The water line was in a vacant unit in which the heat had been turned off. Minimal water damage occurred. Staff will assure in the future that the heat remains on and all windows are closed in vacant units in the building. 0/M Rohr displayed a sample card access entry system that could be utilized at the Normandy building. He also showed samples of a new long-wearing carpeting as one option he is considering for carpet replacement in the buildings. 7. Off-site Properties Nothing new to report. 8. Administrative Nothing new to report. 9. Agency Goals and Strategic Plan See attached report. B. Financial Reports EID St. Clair reported that the monthly financial reports will be discussed in conjunction with the 2004 budget presentation later in the meeting. C. Program Reports EID St. Clair reviewed the waiting list and occupancy statistics for the high-rise buildings . The Section 8 programs for both Englewood and Sheridan remain nearly fully leased. VII. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Approval of Write-off of Un collectible Tenant Accounts Receivable for Various Housing Programs 3 • • • EHA BOC Regular Meeting 12-03-03 Commissioner Thompson asked what steps are taken prior to referring these collections for write-off. F/S/M Sherman stated that this write-off activity occurs several times per year and each case is different. Some cases are receivables from deceased residents, some are from individuals who received homeless prevention assistance and some are terminated Section 8 participants. After three months of internal collection efforts, they are referred to our collection agency. After being in collections for a reasonable amount of time, the collection agency advises staff as to whether or not collection is likely, and staff makes a determination to write-off those that are unlikely to be collected and remove them from the books . The collection agency still attempts to collect the receivable even after it has been written off. MOTION COMMISSIONER THOMPSON MOVED THAT RESOLUTION NO. 20, APPROVING THE WRITE-OFF OF UNCOLLECTIBLE TENANT ACCOUNTS RECEIVABLE FOR VARIOUS HOUSING PROGRAMS BE APPROVED. COMMISSIONER NORDEN SECONDED THE MOTION. Ayes : Nays: Abstained: Absent: Bobeda, Medlock, Norden, Thompson None None Sanborn The Chairman declared the motion carried . B. Approval of Employee Handbook EID St. Clair reported that at the previous Board meeting, several additional changes were suggested by the Board. Those changes have been made and, in addition, several additional changes have been recommended by the agency 's legal counsel. EID St. Clair stated that staff recommends adoption of the handbook, with the understanding that additions, changes and modifications may be required over the next year. There was a brief discussion among Board members regarding possible inclusion of a section on random drug testing. Chairman Medlock suggested that the topic be discussed further at a future board meeting . MOTION COMMISSIONER NORDEN MOVED THAT RESOLUTION NO. 22, SERIES 2003, APPROVING AN EMPLOYEE HANDBOOK FOR THE AGENCY BE APPROVED AS AMENDED. COMMISSIONER THOMPSON SECONDED THE MOTION . 4 • • • EHA BOC Regular Meeting 12-03-03 Ayes: Nays: Abstained: Absent: Bobeda, Medlock, Norden, Thompson None None Sanborn The Chairman declared the motion carried. C. Approval of the 2004 Consolidated Agency Budget EID St. Clair explained how the budget is designed, noting that each program has its own budget. She also explained that different allocation methods are used for various types of revenue and expenses with some running across all programs and others being charged as program-specific. EID St. Clair stated that in terms of salary and benefits, the benefits level remains relatively the same as the previous year with no increase in cost to the employees, which allows a relatively small allocation for salary increases. EID St. Clair reviewed and summarized each program budget noting that, while each budget is balanced, there is very little overall surplus in the budget. A discussion ensued with regard to laundry machine revenue, as well as Capital Fund Program obligations and expenditures. Commissioner Bradshaw suggested that the agency consider establishing a replacement reserve for the agency vehicles. MOTION COMMISSIONER BOBEDA MOVED THAT RESOLUTION NO. 21, SERIES 2003, APPROVING THE 2004 CONSOLIDATED AGENCY BUDGET BE APPROVED. COMMISSIONER NORDEN SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Bobeda, Medlock, Norden, Thompson None None Sanborn The Chairman declared the motion carried. VIII. INFORMATION AGENDA EID St. Clair reported that this month's visuals depict the newly acquired properties on South Pennsylvania Street. She gave a brief description of each property, noting that two of the properties are expected to be rented and the third will likely be vacated and slated for demolition at some point in the future . 5 • • • EHA BOC Regular Meeting 12-03-03 IX. GENERAL DISCUSSION X. A. Commissioner's Choice Commissioner Norden inquired about the agency 's activity for the holidays . EID St. Clair stated that staff experienced timing problems in planning the Section 8 family holiday party this year. Commissioner Norden suggested that, if funds are available, a donation be made to the House of Hope. B. Director's Choice EID St. Clair thanked the Board for their support during her tenure. She stated that a farewell luncheon in her honor will be held on Thursday, December 11 at the Wellshire Inn, and she invited the Board to attend. C. City Council Communication Commissioner Bradshaw reported that City Council appointed a new mayor, Doug Garrett, following the election. She will remain on the housing authority board . EXECUTIVE SESSION Nothing presented. XI. ADJOURNMENT MOTION COMMISSIONER BOBEDA MOVED TO ADJOURN THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD DECEMBER 3, 2003 AT 7:35 P.M. COMMISSIONER THOMPSON SECONDED THE MOTION. THE MOTION CARRIED. -::: Cheryl St. Clair/Executive Director Debi Medlock, Chair 6