Loading...
HomeMy WebLinkAbout2004-06-02 EHA MINUTES• • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting June 2, 2004 The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 4:40 p.m. on Wednesday, June 2, 2004, at 3460 South Sherman Street, Suite 101, Englewood, Colorado, 80113, by Chair 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 May 5, 2004 . MOTION COMMISSIONER THOMPSON MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD MAY 5, 2004 AS WRITTEN . COMMISSIONER SANBORN SECONDED THE MOTION. • • • EHA BOC Regular Meeting 06-02-04 Ayes: Nays: Abstained: Absent: Bobeda, Norden, Sanborn, Thompson None Medlock None The Chairman declared the motion carried. V. PRESCHEDULED VISITORS None VI. DIRECTOR'S REPORT A. Narrative Commissioner Thompson reported that part of her recent commissioner's training focused on efforts to make the Board meetings shorter, so that the Board has more time to focus on new projects and agency policy. Two suggestions to accomplish this are: 1) if the Board has a written report, the Board should read it ahead of time and ask for questions or clarifications, and have the Director add any additional information orally; and 2) have staff report on a quarterly basis on facility maintenance, or have more information on this topic in written form. Chairman Medlock said that with so much going on at the Normandy, she would like to have an oral report at least until the majority ofrehabilitation work is complete, and she suggested that, in the future, more information on facility maintenance could be added to the Director's report. Dean said that much of the necessary information is already included in the written Director's report. Commissioner Bradshaw stated that there is a book entitled, Welcome to the Board for new board members that is very good, There was a general consensus that this approach was acceptable, effective immediately. EID Shepherd was asked if she had anything to add to the written report. EID Shepherd reported that the agency pre-RIM file review assessing the agency's compliance with rent calculations and other HUD requirements for the Section 8 and Public Housing programs was initiated on June 1. She said that, although the review is not complete, serious problems in the area of inspections have been discovered in 14 of the 28 files reviewed thus far. The violations consist of either the inspection not being done at all, or they were done and not follow-up on in a timely manner. EID Shepherd reported that this type of a finding is serious because a failed inspection with no or late reinspection requires a rent abatement, and if this is not done, HUD can penalize the housing authority by requirement that the Housing Assistance Payment (HAP) be refunded. EID Shepherd also reported that of the 28 files reviewed thus far, only three files contained the required "rent reasonableness" analysis, which is intended to 2 • • • EHA BOC Regular Meeting 06-02-04 compare the requested rent with the current market to ensure that the rent is not excessive. She also reported that the calculation errors that have been found thus far have been relatively insignificant financially and usually related to the utility allowance. EID Shepherd said that, in addition to this information coming to light, we have been notified that there will be changes in the calculation of the administrative fee the agency receives for the Section 8 program, and there will be significant reductions in the fee as well as the HAP, which would likely be retroactive to January. She said that, to deal with these issues , staff is looking at a reorganization of the Section 8 department, including cross-training, outsourcing, reduction in force (including elimination of a position), possible terminations or layoffs, an increase in the minimum rent charged to participants, and limits on participants moves that would increase the HAP. EID Shepherd said that staff intends to go through the files to identify the errors and correct those that can be corrected, and to change procedures for those errors that need to be corrected for the future. She said she expects to present a plan to the Board at the next meeting in July. There was a brief discussion of how changes in the program, such as increasing minimum rent and restricting portability would be accomplished. EID Shepherd said that staff is working on revising the administrative plan and the changes will be proposed to the Board in the next several months. Commissioner Medlock expressed thanks to the staff for the implementation of the File for Life Program at Orchard Place and Simon Center Commissioner Norden asked why the agency is requesting more subsidies from CHF A for Simon Center. EID Shepherd said that the building is paid off, but we still get a housing assistance payment that comes from HUD through CHF A. EID Shepherd reported that staff attended the Colorado NARRO Conference in Estes Park held May 11-14, which was very informative. Commissioner Thompson reported that the NARRO commissioner training that she attended was very worthwhile as well. B. Financial Reports F/S/M Sherman presented and explained the cash flow reports for each program. It was generally agreed that the cash flow information would be presented each month and the investment information would be presented on a quarterly basis. Commissioner Bradshaw asked if the agency regularly explores measures to make the buildings more energy efficient, such as installing storm windows. EID Shepherd said it is certainly worth investigating. 0/M Rohr added that staff takes a lot of energy efficient measures with lighting. Commissioner Bobeda said that we should consider exterior caulking as well. Commissioner Bobeda requested that staff provide a rough valuation and listing of all agency assets. He said that he wants to see if what we have invested in is balanced with our objectives. EID Shepherd said that the audit report would be available next month . 3 • • • EHA BOC Regular Meeting 06-02-04 C. Program Reports EID Shepherd reported that the Normandy rehabilitation is continuing and staff is developing a new marketing strategy. The lobby area is nearing completion and the landscaping work is underway. She suggested that the Board might want to tour the building. Following a brief discussion, it was determined that the Board will take a tour of all buildings approximately 30 minutes prior to the next Board meeting. VII. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Resolution No. 4-Approval of Amendment to Employee Handbook AIM Hamit reported that last month the Board requested additional clarification on the conflict of interest section of the policy, and she reviewed the most recent changes that were made. She stated that more specificity was made to the section. AIM Hamit reviewed proposed changes to the sections of the handbook on Sick Leave and Employee Conduct and Discipline. A general discussion ensued and several additional changes were suggested . MOTION COMMISSIONER THOMPSON MOVED THAT RESOLUTION NO. 4, SERIES 2004, AMENDING THE EMPLOYEE HANDBOOK TO INCLUDE THE CHANGES DISCUSSED, BE APPROVED. COMMISSIONER BOBEDA SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Bobeda, Medlock, Norden, Sanborn, Thompson None None None The Chairman declared the motion carried. B. Discussion of Agency Goals #2 -Enhance the Image of Affordable Housing in Our Community Chairman Medlock stated that, in the interest of time, this discussion will be postponed until the July regular meeting . 4 • • • EHA BOC Regular Meeting 06-02-04 C. Letter of Support for Charles Carter Commissioner Norden suggested that the letter be amended to state that the resident member must be a public housing resident. VIII. INFORMATION AGENDA A. Visuals of Simon Center oversized mailboxes and the Normandy entryway were noted. IX. GENERAL DISCUSSION A. Commissioner's Choice Chairman Medlock thanked Commissioner Sanborn for his five years of service on the Board and presented him with a pen and pencil desk set. Commissioner Sanborn expressed his appreciation for the gift as well as for the opportunity to serve on the Board. He said that he had a new appreciation for the level of work done by the staff. B. Director's Choice No additional information was presented. C. City Council Communication Nothing new to report. X. EXECUTIVE SESSION Commissioner Bobeda moved and Commissioner Sanborn seconded that the Board adjourn to Executive Session to discuss a personnel matter. XI. ADJOURNMENT MOTION COMMISSIONER THOMPSON MOVED TO ADJOURN THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD JUNE 2, 2004 AT 7:11 P.M. COMMISSIONER NORDEN SECONDED THE MOTION. THE MOTION CARRIED . 5 • • • EHA BOC Regular Meeting 06-02-04 Debi Medlock, Chair 6