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HomeMy WebLinkAbout2004-02-25 EHA MINUTES• • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting February 25, 2004 The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 4:44 p.m. on Wednesday, February 25, 2004, 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 Ed Sanborn, Commissioner Shelley Thompson, Commissioner Beverly Bradshaw, Ex Officio Don Bobeda, Commissioner Dawn Shepherd, Executive Director Jo Hamit, Administrative Manager Dean Rohr, Operations Manager Geula Sherman, Financial Services Manager Diane Walsh, Simon Center Resident A. Regular Meeting held January 7, 2004. MOTION COMMISSIONER THOMPSON MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD JANUARY 7, 2004 AS WRITTEN. COMMISSIONER SANBORN SECONDED THE MOTION. • • • EHA BOC Regular Meeting 02-25-04 Ayes: Nays: Abstained: Absent: Medlock, Norden, Sanborn, Thompson None None Bobeda The Chairman declared the motion carried. B. Annual Meeting held January 7, 2004 . MOTION COMMISSIONER SANBORN MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE ANNUAL MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD JANUARY 7, 2004 AS WRITTEN. COMMISSIONER THOMPSON SECONDED THE MOTION. Ayes: Nays: Medlock, Norden, Sanborn, Thompson None Abstained: None Absent: Bobeda The Chairman declared the motion carried. V. PRESCHEDULED VISITORS Chairman Medlock introduced Diane Walsh, a resident from Simon Center, who was present to observe the meeting. She thanked Ms. Walsh for a plant that she provided to the housing authority as a gift. VI. DIRECTOR'S REPORT A. Narrative Report 1. Orchard Place 0/M Rohr reported that the boilers were replaced with few problems. Residents were without hot water for approximately 10 hours, but the contractor worked diligently to complete the project, and there were no complaints from residents. The cost of the replacement was approximately $1,300 less than the $10,000 that was originally estimated . 2 • • • EHA BOC Regular Meeting 02-25-04 EID Shepherd reported that residents are enjoying many social activities, such as bowling and lunch outings. She stated that her floor meetings with residents in both buildings are nearly complete, and they have been very productive. The average attendance per floor has been 8-10 residents. 2. Simon Center 0/M Rohr displayed three carpet color choice samples that were presented to the residents of both Simon Center and Orchard Place for replacement in the hallways and other common areas. He stated that the residents had voted and selected the same color in both buildings. The carpeting material is extremely durable and highly stain resistant. The replacement cost will be approximately $40,000 per building. 0/M Rohr said that the contractor would agree to stock extra carpeting for future replacement. EID Shepherd stated that the Resident Council at Simon Center has temporarily disbanded, and the building residents are expected to wait for two or three months before holding new elections to re-form the council. 3. Public Housing Duplexes EID Shepherd stated that there is one vacancy at the present time, and it is expected to be leased by March 1 . 4. Waiting List The waiting list for the public housing duplexes was opened and closed in January and currently has 211 families waiting for housing. The Section 8 waiting list was opened and closed in February, and staff accepted approximately 1,000 applications. 5. Section 8 Existing Program Twenty-one vouchers are being absorbed by the Denver Housing Authority and, as a result, staff will begin processing the first group of new applicants from the waiting list to fill those voucher slots. Staff currently is conducting a survey on rent reasonableness among landlords in the community. 6. Normandy Apartments EID Shepherd displayed a sample of the welcoming gift that is being provided to new tenants at the Normandy. The gift consists of paper products and soaps and includes a clean-burning log for the fireplace. The cost of the gift is approximately $5.00. EID Shepherd said that four vacancies will be filled in March and April, and she expects the building to be fully leased once the remaining units and common areas have been rehabilitated . 3 • • • EHA BOC Regular Meeting 02-25-04 7. Off-site Properties 0/M Rohr displayed an engineer's letter regarding the foundation of the recently purchased property at 3531 South Pennsylvania. The engineer's observation confirms that the foundation for the south wall can be repaired at a minimal cost and the structure will be safe for occupancy. 0/M Rohr stated that he estimates that the property could be totally rehabilitated for occupancy for approximately $4,000. He said the fire department will not burn the structure because it is too close to other structures, but they might be willing to utilize it for search and rescue training if the asbestos was removed, which could be costly. Following a brief discussion, there was a general consensus among the Board that staff proceed with the rehabilitation for rental at a cost not to exceed $4,000. 0/M Rohr stated that he was in the process of obtaining bids to clean up the city-owned house on West Wesley from which the tenants were recently evicted. 8. Administrative EID Shepherd reported that a new Section 8 administrator, Delicia Fillmore, has been hired and will begin working on March 8. Delicia has worked in the Section 8 depa1iment at the Lakewood Housing Authority and at an out-of-state housing authority . In addition, a temp-to-hire employee, Donna Wertz, has been hired on a part-time basis to assist in the accounting department. EID Shepherd stated that staff will be reviewing the current janitorial contract and considering the feasibility of hiring a staff member to provide the janitorial services in the future. Diane Walsh suggested that staff investigate the possibility of purchasing a stean1er. E/D Shepherd reported that effective April l, the Salvation Army is expected to lease Suite 202 in the office building to provide social work counseling and a small food bank in the conununity. 9. Agency Goals and Strategic Plan Chairman Medlock suggested that staff list one goal for the next meeting agenda for discussion at the April meeting. B. Financial Reports F /S/M Shemrnn reviewed the financial statements, noting that legal expense was higher than anticipated during the year as we had more evictions than usual, and legal assistance with the employee handbook and the eviction handbook. In addition, there were two unemployment compensation claims that were unanticipated. Utility expenses at the 4 • • • EHA BOC Regular Meeting 02-25-04 Norn1andy were higher than expected, and rental income was lower than anticipated due to the high number of vacancies. C. Program Reports EID Shepherd noted that both December and January reports were included in the packet. VII. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Review of Public Housing Assessment System (PHAS) Management Operations Certification for 2003. AIM Hamit reported on the PHAS certification for 2003. She stated that, while the agency is not required to submit the certification to HUD as a result of a deregulation ruling by HUD in September 2003, the information is being presented to the Board for informational purposes. The certification measures housing authority performance for public housing projects in six areas, including unit turnaround, capital fund utilization, work orders, inspections of units and systems and security. The agency performed very well in all areas with the exception of unit turnaround. AIM Hamit stated that there was an unusually high number of turnarounds in both Orchard Place and the duplex units in 2003. She also stated that several measures have been implemented that will help to improve performance in this area in the future. B. Review of Section 8 Management Assessment Program (SEMAP) Certification for 2003. F/S/M Sherman reported on the SEMAP certification for 2003. She stated that, as with PHAS, the certification does not need to be transmitted to HUD. F/S/M Sherman stated that there are fourteen indicators for SEMAP on which the agency is graded, including waiting list selection, detem1ination of income, inspections, timeliness ofrecertifications and rent calculations . The program performed well on all indicators. There was a brief discussion regarding the Family Self-sufficiency Program. The Board requested that Marty Mosman attend a future meeting to report on the status of the program. Commissioner Norden suggested that the agency consider assembling the graduates from the program for a recognition ceremony each year. VIII. INFORMATION AGENDA EID Shepherd noted that the visuals provided are before and after views of an apartment turnaround at Orchard Place. Chainnan Medlock drew the Board's attention to the enclosed Englewood Herald article regarding Director Shepherd and her floor meetings with residents. 5 • • • EHA BOC Regular Meeting 02-25-04 IX. GENERAL DISCUSSION A. Commissioner's Choice Chairman Medlock said that she will present information to the Board at the April meeting regarding review criteria for the Executive Director, based on a discussion she and the director had recently. Commissioner Sanborn asked if the water fountain in Simon Center had been removed. EID Shepherd explained that there is an inoperable water foundation in the first-floor hallway, and it is not feasible to replace it at the present time. Maintenance staff will remove it when their schedules permit. Commissioner Sanborn reported that residents are happy with the meetings that have been held thus far, and feel that many issues are getting resolved. EID Shepherd reported that Commissioner Sanborn is spearheading an effort to implement a newspaper recycling program. Commissioner Norden said she hopes that the agency can continue working with the House of Hope Family Shelter . B. Director's Choice Nothing presented. C. City Council Communication Commissioner Bradshaw reported that the Metro Mayor's Commissioners recently recognized 19 youth in the community who have overcome adversity. She also stated that, at the Museum of Outdoor Art, a juried show is currently being displayed through the end of March. It is the second annual juried show at the museum. The City Council has voted to lift the moratorium on additional car lots. There will be a shuttle between the Meridian apartments and City Center. Pirates Cove, the new water park on West Belleview is slated to open on May 22 . Commissioner Bradshaw said that the City wants to sell the properties on West Wesley. The moratorium on building only single-family units in northwest Englewood will be lifted in May. X. EXECUTIVE SESSION Nothing presented . 6 • • • EHA BOC Regular Meeting 02-25-04 XI. ADJOURNMENT MOTION COMMISSIONER SANBORN MOVED TO ADJOURN THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD FEBRUARY 25, 2004 AT 7:05 P.M. COMMISSIONER NORDEN SECONDED THE MOTION. THE MOTION CARRIED. /\~J~ Debi Medlock, Chair 7