Loading...
HomeMy WebLinkAbout2004-07-14 EHA MINUTES.... • • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting July 14, 2004 The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 4 :45 p.m. on Wednesday, July 14, 2004, at 3460 South Sherman Street, Suite 101, Englewood, Colorado, 80113, by Vice Chair Norleen Norden. II. ROLL CALL Members Present: Members Absent: Also Present: III. STUDY SESSION Nothing presented. IV. MINUTES Norleen Norden, Vice Chair Don Bobeda, Commissioner Charles Carter, Commissioner Shelley Thompson, Commissioner Debi Medlock, Chair Beverly Bradshaw, Ex Officio Dawn Shepherd, Executive Director Jo Hamit, Administrative Manager Delicia Olguin, Section 8 Administrator Geula Sherman, Financial Services Manager A. Regular Meeting held June 2, 2004 . MOTION COMMISSIONER THOMPSON MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD JUNE 2, 2004 AS WRITTEN . COMMISSIONER BOBEDA SECONDED THE MOTION. •• • • EHA BOC Regular Meeting 07-14-04 Ayes: Nays: Abstained: Absent: Bobeda, Carter, Norden, Thompson None None Medlock The Chairman declared the motion carried. V. PRESCHEDULED VISITORS F/S/M Sherman introduced Wendy Swanhorst, from the firm of Swanhorst and Cutler, who presented the 2003 agency audit report. Ms. Swanhon;t reported that the financial condition of the housing authority changed very little from the previous year. She reviewed the status of each fund, and noted that there were no major concerns from an accounting standpoint. She pointed out where there were negative cash balances and explained why they have occurred. EID Shepherd said that the auditors were very easy to work with, and were appreciated by the staff. VI. DIRECTOR'S REPORT A. Narrative EID Shepherd reported that she had received an offer from Arapahoe Mental Health CHODO to purchase the Normandy building. Commissioner Bobeda asked what CHODO is, and Commissioner Norden stated that it is a formation of non-profit organizations that are separate, but come together to promote affordable housing. There was a brief discussion regarding the pros and cons of selling the building, and the general consensus was that the Board was not interested in selling the building at this time. Commissioner Norden expressed concern about the connection of the housing authority with the Calendar Girls project at Simon Center. EID Shepherd stated that the service coordinator is helping the residents with the project with regard to giving them ideas for the pictures and arranging for the photographer. She said the preliminary photographs are very tasteful and well done. It is a resident activity, and the Englewood Housing Authority will not be associated with the final product. B. Financial Reports F/S/M Sherman asked ifthere were any questions on the financial reports. There were none . 2 • • • EHA BOC Regular Meeting 07-14-04 C. Program Reports NM Hamit reported that the waiting list for the four-bedroom public housing duplexes has been exhausted and that staff is looking at opening the entire public housing family waiting list in the next several weeks. VII. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Resolution No. 5--Approval of 2003 Agency Audit Report MOTION COMMISSIONER CARTER MOVED THAT RESOLUTION NO. 5, SERIES 2004, ACCEPTING THE 2003 AUDIT REPORT, BE APPROVED. COMMISSIONER BOBEDA SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Bobeda, Carter, Norden, Thompson None None Medlock The Chairman declared the motion carried. B. Resolution #6 -Approval of Agreement for Inspection Services EID Shepherd reviewed the bids for inspection services for the Section 8 Program, and reported that the firm of Concept One offered the best array of services for the most favorable cost. She stated that the agency is currently using Concept One to catch up on inspections and reinspections since the staff inspector was laid off in June. S/8/ A Olguin reported that Concept One employs six inspectors, and that the owner is currently conducting our inspections. She said they are very easy to work with and have had good success with participants showing up for inspections since they have been working for us. She also stated that the inspectors are very good about reporting back to staff on any unusual activity or circumstances that they observe which may be in violation of program obligations when they are on the premises. Commissioner Bobeda asked if the inspectors check for Radon, and Commissioner Norden stated that Radon is not listed on the HQS standards list. There was· a brief discussion regarding the time frame for termination of the agreement by either party. Commissioner Bobeda suggested that time frame should be changed from 30 days to 60 days. Commissioner Thompson asked if it is necessary to lock in the rates. S/8/ A Olguin stated that she did not believe it was necessary as she used this firm when she was at Lakewood Housing Authority and has not seen the rates change in approximately three years 3 • • • EHA BOC Regular Meeting 07-14-04 MOTION COMMISSIONER BOBEDA MOVED THAT RESOLUTION NO. 6, SERIES 2004, APPROVING AN AGREEMENT WITH CONCEPT ONE FOR INSPECTION SERVICES FOR THE SECTION 8 PROGRAM, BE APPROVED AS AMENDED, WITH A CHANGE IN THE TERMINATION TIME FRAME BY EITHER PARTY TO 60 DAYS. COMMISSIONER THOMPSON SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Bobeda, Carter, Norden, Thompson None None Medlock The Chairman declared the motion carried. C. Discussion of RIM Self-Assessment Report/Reorganization EID Shepherd reported that, as a result of the high error rate from the RIM self- assessment report, as well as the notification from HUD of a reduction in administrative fees, staff has implemented the first of several organizational changes in the Section 8 Department with the lay-off of the staff inspector at the end of June . It was determined that the outsourcing of this position, as well as not having to replace the staff car that was wrecked in February, would result in significant cost savings to the department. EID Shepherd said that along with this change, the two part-time technicians in the Section 8 Department had been asked to increase their hours; however, they both resigned at the beginning of July. As a result, the vacancies have been advertised as a full-time position. P AMS staff has agreed to assist the agency for several weeks with the day-to-day workload following the departure of the two technicians on July 16. Staff is also exploring whether the caseload can be divided in the future between the two full-time employees in the department with some additional clerical help. EID Shepherd said it is unclear when the Douglas County vouchers will be transferred to the new Douglas County housing authority; however, eventually our caseload will be reduced. Staff is also considering whether to have the self-assessment consultant (P AMS) continue to review the remainder of the files to identify additional errors. EID Shepherd said that the errors found by the consultant consist of inspection errors, utility allowance errors and other miscellaneous calculation errors. D. Resolution #7 -First Amendment to Section 8 Administrative Plan EID Shepherd reported that in conjunction with the organizational changes in personnel, several changes that are expected to either cut costs or increase revenues are proposed to the Section 8 Administrative Plan. She said that the first is the implementation of a 4 -~ • • • EHA BOC Regular Meeting 07-14-04 $50.00 minimum rent. At the present time, this change would affect 55 participants and would ultimately result in increased revenue of approximately $22,000 per year. EID Shepherd stated that the suggested recommendation for interim changes is intended to set a reasonable standard for the utilization of staff time and the affect on the housing assistance payment (HAP). She said that the impact of the suggested $15.00 inspection fee is unknown at this time. Staff had been under the impression that there were a high number of "no-shows" for inspections; however, the contract inspector is not finding this to be a major problem. EID Shepherd said that staff believes it to be a good policy for the agency. Regarding the fourth suggested amendment related to restriction of portability in higher costs areas only where the voucher is absorbed, EID Shepherd said that she had checked with EHA legal counsel to ensure that the proposed change is not in conflict with federal regulations, and our attorney does not believe there is any conflict. Commissioner Norden requested that staff obtain the legal opinion on this topic in writing. MOTION COMMISSIONER BOBEDA MOVED THAT RESOLUTION NO. 7, SERIES 2004, APPROVING AN AMENDMENT TO THE SECTION 8 ADMINISTRATIVE PLAN, BE APPROVED. COMMISSIONER THOMPSON SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Bobeda, Carter, Norden, Thompson None None Medlock The Chairman declared the motion carried. E. Review of Sample Quarterly Consolidated Financial Statements F/S/M Sherman stated that included in the packet is a sample of a proposed quarterly financial statement as an option to the full financial statements sent on a monthly basis . She said the proposed statement could easily be set up. Commissioner Norden stated that the proposed statement was nearly as voluminous as the monthly one. There was a general discussion about possibly having a consolidated statement similar to page 13 of the audit report. There was a general consensus that monthly notes of significance, cash flow statement and a one-page report similar to page 13 of the audit report should be transmitted on a monthlybasis and the full financial statements should be transmitted on a quarterly basis . 5 \ EHA BOC Regular Meeting 07-14-04 • F. Discussion of Agency Goal #2 -Enhance the Image of Affordable Housing in Our • • Community Commissioner Norden asked if this topic could be deferred to the Board Retreat. AIM Hamit said that a new five-year agency plan must be submitted to HUD this year, and the goals need to be updated for that plan which is due in October. Thompson asked why we are concerned about the image of affordable housing in the community. EID Shepherd responded that it is to our advantage to have the community, i.e., neighborhoods, understand what we do so that if we are planning a project in a particular neighborhood, we have support and it enhances our ability to get the project done. Commissioner Bobeda added that it has been important for local landlords to understand the Section 8 program and how it works in order to get them to participate in the program. He said that we need to get some positive articles in the media for 2004. EID Shepherd said it is difficult to get feature articles in since they are pre-empted by. news articles on a regular basis. Commissioner Thompson suggested that we might need to outsource to get good media coverage. Commissioner Bobeda suggested that some of the residents in our buildings might be able to help us to identify media contacts they might know. Following a brief discussion of media strategies, there was a general consensus that the goal is still valid and that staff will explore the cost of hiring a public relations firm in this regard, and will budget for the services in 2005. Commissioner Thompson agreed to work with staff on the development of a communication plan . Commissioner Norden suggested that the Board meet with the City Council. EID Shepherd said she has spoken with the City Manager and he is eager to have such a meeting, but he thinks the timing will be better in the fall. VIII. INFORMATION AGENDA A. Visuals of the Normandy model unit were noted. IX. GENERAL DISCUSSION A. Commissioner's Choice Commissioner Norden stated that she had spoken the Commissioner Medlock, and she is still planning on resigning from the Board effective September, 2004. EID Shepherd said she had asked the City if there were any eligible candidates from the last group of appointees for board and commissions, and they did not have any interested persons. Commissioner Bobeda said he participated in the Keys to Homeownership conference held at East High School. He said that many non-profit groups promoting affordable housing participated. Commissioner Norden inquired about her NARRO membership, and whether she was a current member. F/S/M Sherman said she would check into it. 6 • EHA BOC Regular Meeting 07-14-04 B. Director's Choice EID Shepherd reported that Katy Waters, the agency receptionist, has resigned her position to take a new assignment with a law firm. Interviews were held on July 13 and a replacement was tentatively selected. In addition, interviews are scheduled on July 15 for a part-time accounting technician. An advertisement for the Section 8 technician has been placed with Colorado NAHRO and with the Denver Post. C. City Council Communication Nothing presented. X. EXECUTIVE SESSION Nothing presented XI. ADJOURNMENT • MOTION • COMMISSIONER BOBEDA MOVED TO ADJOURN THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD JULY 14, 2004 AT 7:10 P.M. COMMISSIONER CARTER SECONDED THE MOTION. THE MOTION CARRIED . 7