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HomeMy WebLinkAbout2004-04-07 EHA MINUTES• • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting April 7, 2004 The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 4:42 p.m. on Wednesday, April 7, 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 Don Bobeda, Commissioner Ed Sanborn, Commissioner Shelley Thompson, Commissioner Beverly Bradshaw, Ex Officio none Dawn Shepherd, Executive Director Jo Hamit, Administrative Manager Dean Rohr, Operations Manager Geula Sherman, Financial Services Manager A. Regular Meeting held February 25, 2004 . MOTION COMMISSIONER NORDEN MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD FEBRUARY 25, 2004 AS WRITTEN. COMMISSIONER SANBORN SECONDED THE MOTION. • • • EHA BOC Regular Meeting 04-07-04 Ayes: Nays: Bobeda, Medlock, Norden, Sanborn, Thompson 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 The service coordinator has scheduled a number of programs for the residents during the month, including a lunch/tour of the newly-remodeled Malley Center. 0/M Rohr reported that the bids for removal and replacement of carpeting in Orchard Place and Simon Center were received on April 6, and four of six firms submitted bids. The low bidder is Standard Interiors, Inc., a firm that is highly recommended by several other local housing authorities. 2. Simon Center EID Shepherd reported that an audit by the Colorado Housing and Finance Authority (CHF A)t was held on March 16, and all indications are that the audit went very well. The auditor reviewed files and viewed several units. 0/M Rohr announced that, effective April 5, the agency has contracted with an answering service to receive after-hours calls from residents for maintenance work orders. The answering service operators receive all calls and dispatch the emergency to the on-call technician, who confirms receipt of the page and responds to the emergency. 0/M Rohr said that staff is working to transition from hand-written work orders to computer- generated work orders. The housing software has the capacity for this, but it has not yet been activated. Staff plans to have the exterior windows washed on both buildings . 2 • • • EHA BOC Regular Meeting 04-07-04 3. Public Housing Duplexes All units are currently leased. Staff is exploring options for exterior security lighting for all duplex units. The lighting is expected to be installed in the next several months . 4. Waiting List Nothing new to report. 5. Section 8 Existing Program EID Shepherd reported that a briefing was held earlier today for approximately 38 applicants, and two additional sessions are scheduled over the next several weeks. 6. Normandy Apartments 0/M Rohr reported that the new hallway carpeting and painting is expected to be completed by the end of this week, and the fire panel and phone entry system was installed today. The elevator upgrade and mailbox relocation is scheduled for next week. Hallway lighting, as well as new lobby furniture and glass, is expected to be installed before the end of the month. EID Shepherd passed around a sample of the new advertising flyer for the building. 0/M Rohr distributed drawings of suggested renovations for the eight units that have not yet been remodeled. He stated that the estimate for the renovations is approximately $10,000 per unit. An agreement has been made with Swedish Hospital to make flyers on the Normandy available to hospital staff members. 7. Off-site Properties 0/M Rohr reported that the city-owned property at 2399 W. Wesley was cleaned out by a private contractor, and a city staff member subsequently conducted a walk-through of the premises. EID Shepherd said that the city no longer needs the housing authority to manage the two properties at the Wesley location because they intend to sell them. Commissioner Bobeda said that he had driven by the house at 3532 South Pennsylvania, and the premises need to be cleaned up. The newspapers are piling up, and there is some sort of notice on the door. Commissioner Norden suggested that it would be helpful to have a map showing all properties owned by the housing authority. EID Shepherd said staff would put one together for the next meeting . 3 • • • EHA BOC Regular Meeting 04-07-04 8. Administrative EID Shepherd stated the several changes have been made to the office configuration with the Section 8 office moving into the board room and the board room moving upstairs. Dean will move into the former Section 8 office, and the Occupancy Specialist will move into the space previously occupied by the Section 8 inspector. The Salvation Army has leased a suite on the second floor of the office building for counseling and food bank services by appointment only. State fair housing training was held on March 30 and April 1 and several staff members attended. 9. Agency Goals and Strategic Plan Chairman Medlock said that Agency Goal #1 will be discussed further down on the agenda. B. Financial Reports F/S/M Sherman reviewed the financial statements. She pointed out a clerical error on page 1 of the reports. Several questions were raised about specific line items. F/S/M Sherman said that several personnel-related anomalies were due to the billing cycle with the city which can run one or two months behind the actual expense. She would investigate other questions with the agency's fee accountant and report back to the Board . Commissioner Bradshaw asked if the agency was feeling any impact from increased energy costs. F/S/M Sherman said that the agency has a three-year contract withe-Prime for a fixed rate for gas costs, and it cannot increase during that period. Commissioner Norden asked if it is possible to receive a consolidated display of expenses, and F/S/M Sherman said that the current software does not provide that option. C. Program Reports EID Shepherd said that we see constant turnover at Orchard Place and Simon Center. EID Shepherd said that Sheridan is considering participation in a partnership with Englewood on a rehabilitation project. She also said that the Douglas County housing authority is getting ready to gear up, and that they are expected to take over their vouchers in approximately six to eight months. EID Shepherd explained that Douglas County continues to over-lease the program, and they are able to do that because their program is a state-wide program, which allows them to over-lease in one jurisdiction and under-lease in others. VII. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Approval of Contract with Standard Interiors, Inc. for removal and replacement of carpeting in the hallways and specified areas of Orchard Place and Simon Center 4 • • • EHA BOC Regular Meeting 04-07-04 MOTION COMMISSIONER SANBORN MOVED THAT A CONTRACT WITH ST AND ARD INTERIORS FOR REMOVAL AND REPLACEMENT OF CARPETING IN THE HALLWAYS AND COMMON AREAS OF ORCHARD PLACE AND SIMON CENTER BE APPROVED. COMMISSIONER THOMPSON SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Bobeda, Medlock, Norden, Sanborn, Thompson None None None The Chairman declared the motion carried. B. Request from staff to increase amount of funds required form Normandy unit rehabilitation from $5,800 to $10,000 per unit. MOTION COMMISSIONER BOBEDA MOVED THAT FUNDS TO REHABILITATE EIGHT REMAINING UNITS AT THE NORMANDY BE INCREASED FROM $5,800 TO $10,000 PER UNIT. COMMISSIONER THOMPSON SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Bobeda, Medlock, Norden, Sanborn, Thompson None None None The Chairman declared the motion carried. C. Approval of Resolution #1, ratifying April 5, 2004 phone poll authorizing submittal of 2003 SEMAP Certification. F/S/M Sherman explained that the agency was under the notion that they had no obligation to submit a SEMAP certification for 2003 as a result of the number of public housing units the agency had. This information was clarified in time for submittal of the certification and it was submitted on time. A phone poll was taken on March 1 receiving 5 • • • EHA BOC Regular Meeting 04-07-04 authorization from all Board members in attendance at the February 25, 2004 Board meeting to submit the authorization as presented. MOTION COMMISSIONER NORDEN MOVED THAT RESOLUTION #1, APPROVING THE PHONE POLL OF MARCH 1, 2004, AUTHORIZINGF THE SUBMITTAL OF THE 2003 SEMAP CERTIFICATION BE APPROVED. COMMISSIONER SANBORN SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Bobeda, Medlock, Norden, Sanborn, Thompson None None None The Chairman declared the motion carried. D. Resolution #2, approving a three-year service Contract with Arapahoeffiouglas Works! for the Family Self-sufficiency Coordinator F/S/M Sherman stated that a Request for Proposals was sent out to five agencies and only one response was received-namely from Arapahoe/Douglas Works! This is the agency with which the housing authority has worked on this program for a number of years. The program is ongoing and Marty Mosman continues to serve as Coordinator. MOTION COMMISSIONER BOBEDA MOVED THAT RESOLUTION #2, APPROVING THE FAMILY SELF-SUFFICIENCY COORDINATOR CONTRACT WITH ARAPAHOEffiOUGLAS WORKS! BE APPROVED. COMMISSIONER NORDEN SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Bobeda, Medlock, Norden, Sanborn, Thompson None None None The Chairman declared the motion carried. E. Discussion of Agency Goal #1 -Expand Housing Opportunities for Low-Income Families Beyond Traditional Programs and Reduce Dependency on Federal Funding 6 • • • EHA BOC Regular Meeting 04-07-04 The Board engaged in a lengthy discussion regarding existing objectives for Goal #1 . Following the discussion, there was a general consensus that the goal continues to be a valid goal; however, the objectives should be re-prioritized, and that an additional objective addressing an assisted living program should be added. The objectives for the next five years were listed in order of priority as follows: 1. The EHA shall assist 50 families to move from subsidized renting to homeownership by December 31, 2009. 2. The EHA shall build or acquire 100 additional affordable rental housing units for the residents of our community by December 31, 2009 without public housing development funds. 3. The EHA shall complete a feasibility study for an assisted living program by December 31, 2006. 4. The EHA shall develop, by December 31, 2009, 10 housing units, which will be handicapped-accessible and available to persons with disabilities in our community. 5. The EHA shall ensure that supportive services opportunities are maintained, and enhanced when possible, for EHA residents through December 31, 2009. VIII. INFORMATION AGENDA A. Visuals of the Normandy improvements were noted. B. Chairman Medlock explained that Commissioner Sanborn has declared that he will not continue to serve on the Board after his initial term expires in June. She said that a resident from Orchard Place has been identified and is very interested in serving on the Board. The Board expressed their thanks to Commissioner Sanborn for his years of service. C. The roster of Boards and Commissions for the City was noted. IX. GENERAL DISCUSSION A. Commissioner's Choice Commissioner Sanborn asked about the possibility of installing new energy-efficient windows in the building. EID Shepherd said staff will investigate if there are any grant funds available for this purpose. Commissioner Sanborn also reiterated that residents are very pleased with the work that is being done by the service coordinator, Cheri Gaul. Commissioner Norden reported that she is interested in serving on the Board of the Family Tree to focus on activities of the House of Hope and wanted to disclose her interest to the 7 • EHA BOC Regular Meeting 04-07-04 EHA board. There was a general consensus that there would be no conflict of interest with Commissioner Norden serving in this capacity. B. Director's Choice Nothing presented. C. City Council Communication Commissioner Bradshaw stated that anyone who is interested in attending the soft opening of Pirate's Cove water park on May 22 should contact Debbie Severa at the City's recreation department as soon as possible. X. EXECUTIVE SESSION Nothing presented. XI. ADJOURNMENT • MOTION • COMMISSIONER SANBORN MOVED TO ADJOURN THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD APRIL 7, 2004 AT 7:50 P.M. COMMISSIONER THOMPSON SECONDED THE MOTION. THE MOTION CARRIED. Debi Medlock, Chair 8