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HomeMy WebLinkAbout2005-12-07 EHA MINUTES• • • I. CALL TO ORDER / ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting December 7, 2005 The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 4:30 p.m. on Wednesday, December 7, 2005 , at 3460 South Sherman Street, Suite 203 , Englewood, Colorado, 80113, by Chair, Shelley Thompson. II. ROLL CALL Members Present: Members Absent: Also Present: III. MINUTES Shelley Thompson, Chair Rodger Hara, Vice Chair Ernie Arterburn, Commissioner Beverly Bradshaw, Commissioner Charles Carter, Commissioner James Woodward, Ex Officio None Dawn Shepherd, Executive Director Geula Sherman, Financial Services Manager Renee Tullius, Administrative Manager A. Regular Meeting held November 9, 2005. MOTION COMMISSIONER ARTERBURN MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD NOVEMBER 9, 2005 AS PRESENTED. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Bradshaw, Thompson, Hara, Arterburn, Carter None None None The Chair declared the motion carried. • • • EHA BOC Regular Meeting 12-07-05 IV. DIRECTOR'S REPORT A. Narrative EID Shepherd reported there is no need for additional coats for the seniors coat drive. Commissioner Bradshaw noted that the Lions Club will also assist with eyeglasses. EID Shepherd clarified that the surveillance cameras were not installed solely to resolve visiting dog issues but that was the first utilization of the technology. EID Shepherd also clarified the clients participating in the Savings Plus program are required to save $1,000 in 21 months rather than/or 21 months. Permits for the demolition of the house on Warren Street were received and the house was demolished on December 7, 2005. The demolition took place prior to EHA notifying the neighbors. EID Shepherd discussed the reaction of neighbors. Permits had been del.ayed due to City staff vacations. The next house to be demolished is on Pennsylvania. Advance notice will be given to neighbors . The energy audit was completed and a favorable report is expected. The inspectors' comments indicated the buildings were "very tight". Expected recommendations include weather stripping and compact fluorescent bulbs. Commissioner Carter noted that compact fluorescent bulbs might be stolen requiring frequent replacement, and added expense to EHA. B. Financial Reports Commissioner Bradshaw expressed appreciation on the terminology change from profit and loss to revenue and expenditures. Councilmember Woodward inquired as to the occupancy status of market rate apartments . EID Shepherd stated that those units were being emptied in preparation for the new development on Pennsylvania and the demolition and sale of the properties . This is also reflected in the budget book. Only the duplex and one single family unit remain occupied at this time . C. Program Reports There were no questions or comments concerning the Program Reports . Commissioner Thompson remarked on the improvement in the Normandy noting that all reports reflected a good status . VI. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A . Update on Pennsylvania Development EID Shepherd reported that the development team had met with City of Englewood staff regarding the development plan. City staff was very helpful. The development team is working with Tricia Langon on the PUD. Burgwyn Company will hold a community 2 • • • EHA BOC Regular Meeting 12-07-05 meeting on January 19, 2006. These meetings, while generally not well attended, are held to answer questions from the neighboring communities regarding the development. Subsequent to the meeting with the City several changes were made to the development plan due to parking issues. The number of parking spaces is our major concern. The number of units was reduced to 60 and guest parking will be located directly across the street. The design of the parking is half moon and is two way. The parking is at grade and is screened. Chair Thompson inquired into possible means of guest parking enforcement. EID Shepherd discussed available options that are being evaluated. Towing of cars without permits would not be an expense to EHA. A discussion of the pro and cons of gated parking and various approaches to the guest parking followed. It was noted that as Pennsylvania St dead ends at Swedish hospital, traffic backup into the guest parking might not be an issue. Commissioner Woodward questioned storage requirements for maintenance and suggested that Dean Rohr, Operations Manager, review plans . EID Shepherd noted that the next set of drawings will be more detailed and more accurately represent space allocations. Commissioner Arterburn asked if the apartments would be larger due to the reduced number. EID Shepherd stated they would, as would the common spaces, and the roof top garden could be utilized as common area. Commissioner Bradshaw suggested requesting a waiver of parking requirements from the City. EID Shepherd reiterated the need for parking and informed Commissioner Arterburn there are 58 parking spaces, 38 spaces in the structure and 20 guest spaces across the street. The spaces were not slanted in order to increase the number of spaces. Chair Thompson raised the issue of possible Board presence at the meeting scheduled for January 19, 2006. The team members attending meetings in addition to EID Shepherd have been Otis Odell, Lee Mason, Henry Burgwyn and Kathy Kolbu of Omni Property Management. The PUD is due March 1, 2006 . The tax credit application must be complete by August 1 and is due to CHAFA Septemberl , 2006. Commissioner Bradshaw requested a written progress report detailing tasks completed during the month to be included in future Directors Reports. Commissioner Hara requests a matrix of target dates and actual dates. Commissioner Woodward will provide a sample of the City's format for progress reports on projects. An additional appraisal is being obtained to ensure the loan to value ratio will remain at 75%. EID Shepherd had contacted Mile High Housing. Mile High Housing views them self as a last resort lender. Henry Burgwyn believes Mile High would not loan funds knowing Colonial Bank was a willing lender. B. Update on Computer Upgrade RFP Two bids were received in response to the computer upgrade RFP. Corporate Computer was the low bid at $24,464.00 . They will replace 12 dell computers, 2 printers a scanner and a 3 • • • EHA BOC Regular Meeting 12-07-05 server. All equipment was purchased at the same time and therefore all require replacement. Don Ingle and Ted Wargin of the City's IT department were consulted prior to issuing the RFP. EID Shepherd assured Commissioner Woodward that Corporate Computer would take advantage of the government account with Dell. EID Shepherd assured Commissioner Bradshaw that purchase is more effective than leasing due to the scheduled replacement dates. Commissioner Arterburn discussed Dell capabilities. Commissioner Arterburn and Commissioner Bradshaw recommended Apple computers. Commissioner Hara suggested ensuring that the existing software, Happy and payroll, will run on the Macintosh operating system. Commissioner Arterburn recommended obtaining one more bid for Apple computers after checking with the software manufactures. Corporate Computer could be issued a change order. A discussion of equipment reliability and support followed A discussion of recycling computers and donating them to schools followed. Chair Thompson suggested contacting the Jared Polis Foundation. A discussion of Apple computers and operating systems took place. Commissioner Arterburn volunteered his staff member to audit the new system and to check firewalls. C. Pennsylvania Street Market Rental Duplex Note Refinancing Regarding the refinancing of the market rental duplexes on Pennsylvania Street, Commissioner Woodward questioned the effect the sale of a market rental duplex would have on the interest rate of the note if refinanced. EID Shepherd will confirm that interest rate will not change. MOTION COMMISSIONER BRADSHAW MOVED THAT DAWN SHEPHERD BE GIVEN SIGNATORY AUTHORITY TO SIGN DOCUMENTS REFINANCING NOTE. COMMISSIONER HARA SECONDED THE MOTION. Ayes : Nays : Abstained: Absent: Thompson, Arterburn, Bradshaw, Hara, Carter None None None The Chair declared the motion carried. A discussion of Board members schedules took place and all agreed that the February, April and May 2006 Board meetings would be held the 4th Tuesday of the month. The January meeting will be held January 41 h . The Board will reconsider the meeting date schedule in May . 4 • • • EHA BOC Regular Meeting 12-07 -05 D. Resolution No 14, Approving Consolidated Agency Budget for Fiscal Year 2006 FS/M Sherman reported on the draft budget. She explained that many expenses, the administrative Expenses being the most common, are allocated across all programs . The three methods used to allocate expenses are revenue, unit numbers or salary. Revenue is based on the revenue received in the specific program, unit is based on the number of units in the program; salary is based on staffing for the program. EID Shepherd proposed a 2% cost of living increase and a O to 3 % merit increase based on job performance. The HCD fund is scheduled to donate funds to the Office Building to address the existing problems with the HV AC system. The HV AC system will be evaluated and estimates obtained. A space utilization study of the office building is proposed in the 2006 budget. A discussion of specific expenses followed. Commissioner Bradshaw suggested investigating the cost of a membership in the South Metro Chamber of Commerce, as the training programs are superior. Commissioner Arterburn clarified that the credit check expense item relates to the new vendor. Commissioner Bradshaw clarified that the gas and oil expense budgeted is based on the recent price increases currently effective. FS/M Sherman explained that our gas utility is under contract at a fixed rate. Commissioner Bradshaw suggested investigating the option of solar energy. A discussion of alternative energy followed. FS/M Sherman stated the Consolidated Agency Budget is based on 2005 levels. EHA has not been notified of a reduction in funding levels, however there are significant regulatory changes . Tenant rents were adjusted slightly based on an increase in the contract amount. The Administrative Fee Revenue represents the cost of administrating the Voucher program. Commissioner Carter verified the laundry machine income is based on the new rates. Commissioner Woodward believes the utility expense item budgeted amount is low. FS/M Sherman explained that the gas is contracted with a private supplier, not through Xcel. Commissioner Bradshaw suggests reviewing insurance coverage and costs annually. EID Shepherd explains EHA is required to submit insurance documentation annually. EHA obtains insurance through a group that specializes in housing authorities. Commissioner Carter clarified that collection losses represent non-payment of rent charges and damages that are written off annually. All Programs show a positive balance. The Normandy's balance reflects the impact of rehabilitating the units. The Budget does not contain significant departures from previous years. Simon Center donates to each program and these funds will be used to purchase a maintenance vehicle. Commissioner Bradshaw is concerned with tightness of the budget and asks if EHA is allowed to have balances. FS/M Sherman states that the budget will differ from the actual expenditures. Actual expenditures have historically been under budget. All present agree the 2006 budget is very tight and will be increasingly tight in the future . 5 • • • EHA BOC Regular Meeting 12-07-05 Commissioner Bradshaw suggests purchasing a vehicle from the City. Staff will contact the City to determine if appropriate vehicles are being offered. Every one should recognize the budget contains no fat and no room for error. The budget may require recalibration in the future. EID Shepherd explains that lean balances are due to renovation and upgrades. Renovations will not result in increased revenues but will increase quality of life and are necessary to maintain the buildings . HUD will provide $5,000.00 for each new participant in the Voucher Homeownership program. Many participants have credit issues that make it difficult to qualify for a loan . We anticipate two new homeowners in 2006 however it does take time to reconstruct your credit. FS/M Sherman notes the Community Room upgrades in Orchard Place and Simon Center. Commissioner Bradshaw suggested approaching the Arapahoe Community College School of interior design to obtain a design plan for the rooms. EID Shepherd clarifies these are the main floor community rooms. They are heavily used. Commissioner Carter would prefer to spend funds allocated for the chairs in the community rooms on additional surveillance cameras to eliminate the dead spots on ends of each floor . EID Shepherd suggested monitoring activity to gauge the effectiveness of the cameras. Commissioner Thompson agrees the presence of the cameras is usually a deterrent. The Capital Fund Program may be used to add more cameras. The Commissioners commended FS/M Sherman for a clear, solid budget document commenting that the layout was fabulous. Commissioner Hara requested a balance sheet. MOTION COMMISSIONER HARA MOVED THAT RESOLUTION NO. 12 APPROVING THE ENGLEWOOD HOUSING AUTHORITY CONSOLIDATEDF OPERATING BUDGET FOR FISCAL YEAR ENDING DECEMBER 31, 2006 BE APPROVED. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Thompson, Arterburn, Bradshaw, Hara, Carter None None None The Chair declared the motion carried. VII. INFORMATION AGENDA The November 9th letter from HUD regarding the compliance review of Simon Center illustrates HUD's demands . EHA has received an extension until January 6th. Staff members are meeting to assemble the required material. The review is expected to take a week . 6 • • • EHA BOC Regular Meeting 12-07-05 CHAF A has eliminated the "ACE" Access Coordinator for the Elderly program. However, EID Shepherd believes EHA does not need the new program outlined in the November 22nd letter from CHAF A. The Change will not impact funding for the Service Administrator, Cheri Gaul. Commissioner Hara suggested considering a membership with Colorado Association of Homes and Services for the Aging, CASA. E/D Shepherd will investigate programs and membership. Commissioner Hara suggested contacting Ken Hoglin. VIII. GENERAL DISCUSSION A. Commissioner's Choice Commissioner Bradshaw notes an AARP article on a program entitled Declaration of Independence regarding independent living for seniors . The program is membership based and provides · services. Commissioner Hara has a friend he believes would be interested in the program. Commissioner Thompson notes that the Englewood School district is instituting a strategic-planning process . B. Director's Choice EID Shepherd accepted an offer on the property on east side of Pennsylvania for $144,000. The EHA phone system was upgraded. Staff members now have direct lines. C. City Council Communication Commissioner Woodward was reappointed to the EHA Board as Council liaison. Nominations for the alternate Board member should be submitted at the January meeting. IX. EXECUTIVE SESSION The Board recessed into an Executive Session to discuss the Executive Director's annual performance review . 7 ' . EHA BOC Regular Meeting 12-07-05 • X. ADJOURNMENT • • MOTION COMMISSIONER BRADSHAW MOVED TO ADJOURN THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD DECEMBER 7, 2005 AT 7:45 P.M. COMMISSIONER HARA SECONDED THE MOTION. THE MOTION CARRIED. 0~Jo.e_,aW_ Dawn Shepherd, Execut\ve Director 8