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HomeMy WebLinkAbout2004-12-08 EHA MINUTES• • • I. CALL TO·ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting December 8, 2004 The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 4:40 p.m. on Wednesday, December 8, 2004, at 3460 South Sherman Street, Suite 101, Englewood, Colorado, 80113, by Chair Norleen Norden. II. ROLL CALL Members Present: Members Absent: Also Present: III. STUDY SESSION Nothing presented. IV. MINUTES Norleen Norden, Chair Shelley Thompson, Vice Chair Don Bobeda, Commissioner Beverly Bradshaw, Ex Officio Charles Carter, Commissioner none Dawn Shepherd, Executive Director Jo Hamit, Administrative Manager Dean Rohr, Operations Manager Geula Sherman, Financial Services Manager Jim Woodward, Englewood City Council A. Regular Meeting held October 6, 2004 . MOTION COMMISSIONER THOMPSON MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD OCTOBER 6, 2004 AS WRITTEN. COMMISSIONER CARTER SECONDED THE MOTION. • • • EHA BOC Regular Meeting 12-08-04 Ayes: Nays: Abstained: Absent: Bobeda, Carter, Norden, Thompson None None None The Chairman declared the motion carried. V. PRESCHEDULED VISITORS EID Shepherd welcomed Councilmember Woodward and invited him to take a tour of the Normandy apartments and other housing authority properties at some time in the near future. VI. DIRECTOR'S REPORT A. Narrative EID Shepherd reported that staff had reviewed and updated the progress report related to the annual goals and objectives. Commissioner Norden remarked that there seemed to be more activity recently. EID Shepherd stated that the activity is a combination ofroundtable meetings, service coordinator activity and resident council events. She said that the roundtable meetings are very well-attended, with approximately 25-30% of each building attending. EID Shepherd said that a holiday party and dinner was held on December 7 at the Malley Center, and close to 100 residents attended. All staff members volunteered to help serve the meal, which included turkey, ham and roast beef with all the trimmings. A local sing-along piano man provided the entertainment, which was immensely enjoyed by both the residents and the staff. F/S/M Sherman reported that the agency received more donations for the holiday event this year than in previous years. B. Financial Reports F/S/M Sherman reported that the September financial reports are included in the budget books rather than as a separate agenda item. C. Program Reports EID Shepherd stated that the lease-up numbers for the Section 8 programs are very good. Staff anticipates that the Douglas County Voucher program will probably stay with EHA throughout the next year. AIM Hamit reported that, while the program reports show 27 units leased for the Normandy for September and October, there are 30 units leased to date . 2 -------------------~ •• • • EHA BOC Regular Meeting 12-08-04 VII. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Resolution No. 14, Approving Write-off of Tenant Accounts Receivable for Various Housing Programs Chairman Norden stated that about this time each year, the Board looks at accounts receivable write-offs. EID Shepherd explained that the accounts continue to be pursued for collection after they are written off. EID Shepherd reviewed the write-offs for each program. Commissioner Bobeda asked if the security deposits for these properties were really low on the Normandy units. F/S/M Sherman said that they were either low or non- existent when the building was acquired. MOTION COMMISSIONER THOMPSON MOVED TO APPROVE RESOLUTION NO. 13, APPROVING THE WRITE-OFF OF TENANT ACCOUNTS RECEIVABLE FOR VARIO US HOUSING PROGRAMS AS PRESENTED. COMMISSIONER BO BED A SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Bobeda, Carter, Norden, Thompson None None None The Chairman declared the motion carried. B. Resolution No. 15, Approval of Selection of Auditing Firm for 2005 Agency Audit EID Shepherd said that the two firms who responded with proposals are excellent firms. She said that they are active in the housing authority community, and she has worked with both of them in the past. EID Shepherd said that Johnson, Holscher & Co. is the low bidder to our RFP, and that staff recommends accepting their proposal. Commissioner Thompson asked if the auditing firm is responsible for reviewing the files. EID Shepherd said the review is very minimal and focuses primarily on financial transactions and proper documentation, as opposed to total regulatory compliance. There was a brief discussion among the board about the pros and cons of staying with the current contractor, Swanhorst and Cutler, LLC, in light of the minimal difference in the bids. MOTION COMMISSIONER THOMPSON MOVED TO APPROVE THE SELECTION OF THE FIRM OF SW ANHORST AND CUTLER, LLC TO PERFORM THE 2004 3 • • • EHA BOC Regular Meeting 12-08-04 AGENCY AUDIT, WITH A TWO-YEAR RENEWABLE OPTION. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Bobeda, Carter, Norden, Thompson None None None The Chairman declared the motion carried. C. Approval of Fund Transfer for Repair of House at 3566 South Pennsylvania EID Shepherd said that the single-family residence at 3566 South Pennsylvania just south of the Normandy is the site that was recently vacated due to a suicide. She said the restoration of the unit for a new lease was not anticipated or budgeted in 2004 and is estimated to be up to $4,000. A party has been identified who is interested in renting the unit quickly with minimal repair, and staff would like approval for the repair funding tonight in order to get the unit rented to the interested party within the next several weeks . Staff is requesting that the funding be provided by a donation from the Housing and Community Development (HCD) fund . MOTION COMMISSIONER THOMPSON MOVED TO APPROVE A TRANSFER OF FUNDS FROM THE HOUSING AND COMMUNITY DEVELOPMENT (HCD) FUND FOR IMMEDIATE REPAIR OF THE PROPERTY AT 3566 SOUTH PENNSYLVANIA STREET. COMMISSIONER CARTER SECONDED THE MOTION. Ayes : Nays: Abstained: Absent: Bobeda, Carter, Norden, Thompson None None None The Chairman declared the motion carried. D. Resolution No. 13, Approving the 2005 Consolidated Agency Budget. EID Shepherd stated that all funds, with the exception of the Normandy, look very good. She said that other funds contributed to the Normandy budget to help balance the budget, with Simon Center contributing the lion's share. She said that the budget reflects certain upgrades to the office building, as well as to occupied units in the senior high-rise buildings. The washers and dryers also are budgeted for replacement, and funds in the laundry reserve fund are sufficient to cover the replacement cost. Commissioner 4 • • • EHA BOC Regular Meeting 12-08-04 Bradshaw suggested investigating Appliance Factory Outlet for appliance replacement, as they are going out of business. EID Shepherd mentioned that a preliminary assessment of staff salary indicates that they are lagging behind the norm, and therefore, a line item has been added to the budget for merit increases for staff. Commissioner Carter asked for an explanation of hard-to-house fees and tenant charges. F/S/M Sherman explained that the authority earns an extra fee from HUD for families with three or more minors or with a disabled family member, because such families typically have more difficulty in finding adequate housing. She explained that the tenant charges line item includes late inspection fees, fees for damages, excess utilities, pet fees, etc . F/S/M Sherman also noted that on the "revenue" side of the budget, the incomes were estimated to reflect the reduced fees that generally are awarded by HUD (91 % rather than 100% ). Councilmember Woodward asked what kind of utility increases were budgeted for next year. EID Shepherd said that gas and electricity budgets were increased by 25%. She said the agency does have a contract for gas , but electricity is expected to increase significantly. EID Shepherd said that staff will make a special funding request to the board in January for additional upgrade work at the Normandy apartments . This work was not included in the consolidated budget for 2005. F/S/M Sherman noted that the budget does include $5,000 for public relations expenses in accordance with a previous board discussion on goals and objectives. Commissioner Thompson asked about the Payment in Lieu of Taxes (PILOT) line item. EID Shepherd explained that it is a formula amount that is paid to the City for public housing based on rent minus utilities to compensate for the tax-exempt status of the authority. EID Shepherd pointed out that the general liability and property insurance is not expected to increase significantly; however health and dental insurance costs did increase by nearly 10%. Commissioner Carter asked about the $10,000 allocation for table replacement at Simon Center. EID Shepherd said that the tables are in bad shape, and replacement really is necessary. MOTION · COMMISSIONER BOBEDA MOVED TO APPROVE THE CONSOLIDATED AGENCY BUDGET FOR 2005. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Bobeda, Carter, Norden, Thompson None None None The Chairman declared the motion carried . 5 • • • EHA BOC Regular Meeting 12-08-04 E. Change of Date for January regular and annual meetings. Chairman Norden stated that the January Board meeting is scheduled for January 5, which is right after the first of the year. It has been suggested that the meetings be moved to January 19, since the executive director will be at the PHADA conference during the week of January 10. MOTION COMMISSIONER CARTER MOVED THAT THE JANUARY REGULAR AND ANNUAL MEETINGS BE MOVED TO JANUARY 19 AT 4:30 P.M. AND 6:00 P.M. RESPECTIVELY. COMMISSIONER THOMPSON SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Bobeda, Carter, Norden, Thompson None None None The Chairman declared the motion carried. VIII. INFORMATION AGENDA A. Visuals were noted. B. EID Shepherd remarked that the Sheridan City Council found the Section 8 Newsletter to be very informative, and she said that staff has gotten other good feedback on it. The newsletter is expected to be done twice a year to participants and landlords. C. The Board reviewed the resume of Rodger Hara, prospective candidate for the Board of Commissioners. Commissioner Bradshaw said that interviews are scheduled for January 10 and Council will approve appointments on February 7. There was a general consensus to send a letter of support to the City Council for Mr. Hara's appointment. D. The information on the 2005 PHADA Conference for the week of January 10 was noted. There was a general consensus to approve the Executive Director's attendance at the conference. Commissioner Norden was encouraged to attend, but declined due to a travel conflict. E. An engineer's letter regarding the structural viability of the house at 3532 South Pennsylvania was noted. 0/M Rohr said that the report confirms that the structure is not sound, and stated that a grant proposal for demolition has been submitted to Arapahoe County . 6 • • • EHA BOC Regular Meeting 12-08-04 IX. GENERAL DISCUSSION A. Commissioner's Choice Commissioner Norden presented Commissioner Bobeda with a gift of appreciation from the board and staff and thanked him for his years of service. Commissioner Norden stated that Commissioner Bobeda has brought a great perspective to the business of the agency. Commissioner Bobeda expressed his thanks for the gift certificate. Commissioner Carter asked for an update on the results of the focus groups meetings with residents relating to the implementation of building attendants. EID Shepherd said that most residents were very interested in having attendants again. There were a variety of perceptions among residents of what the duties would be. Staff communicated that the attendants would be available to assist with lock-outs, emergencies, and locking the buildings at night. EID Shepherd said that the meetings were well-attended. She said that staff expects to look at the current tenancy to see if there are any interested parties, and then review the waiting list as first steps in the search for suitable candidates. Commissioner Carter said that he thought the position should be filled by someone from the outside who is young and fit enough to handle the required duties. Commissioner Carter also remarked that the new bike rack at Orchard Place was a very good idea . Commissioner Bobeda asked if building residents ever raise the issue of the need for more assisted living services . EID Shepherd said that they have not raised the issue, and she attributes this to the exceptional assistance that is provided by Cheri Gaul, the agency service coordinator. EID Shepherd said that staff has seen some written material about long-term care being in housing authorities, and she has gotten the names and numbers of some national contacts to see if those services could be utilized in our buildings to provide some measure of transitional care, perhaps on one or two of the floors of one of the buildings. Commissioner Bobeda said that he hopes staff will continue to promote contact between younger childrens' groups and elderly groups and other types of inter- generational programs. B. Director's Choice Nothing presented. C. City Council Communication Commissioner Bradshaw reported that ridership is nearly double what was expected on the ART shuttle bus. She also reported that the artwork on the west side of the Orchard Place parking lot is being examined as to its safety. The city is at an impasse with two unions regarding labor negotiations and arbitration has gone in favor of the city. 7 EHA BOC Regular Meeting 12-08-04 • Commissioner Bradshaw said the budget shortfall has been alleviated, and more cuts cannot be made without affecting services. She said that November sales tax revenues are down, and so there is a budget crunch again. Commissioner Bradshaw said that Council approved the Denver Seminary area development. Construction will start by the end of the year, and it should be built out by 2006. The first phase will be townhomes, followed by high-rises. Commissioner Bradshaw said that the Mayor has chosen to wait to interview candidates for our Board vacancy until January 2005. Other Board vacancies will be filled at that time. Commissioner Bradshaw reported that the Kinko's space has been leased by Blockbuster Video. • • X. EXECUTIVE SESSION Commissioner Bobeda moved and Commissioner Thompson seconded that an executive session be convened to discuss a personnel issue. XI. ADJOURNMENT MOTION COMMISSIONER BOBEDA MOVED TO ADJOURN THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD DECEMBER 8, 2004 AT 6:55 P.M. COMMISSIONER CARTER SECONDED THE MOTION. THE MOTION CARRIED. ·~~ Norleen Norden, Chair 8