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HomeMy WebLinkAbout2006-05-03 EHA MINUTES• • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting May 3, 2006 The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 4:30 p.m. on Wednesday, May 3, 2006, at 3460 South Sherman Street, Suite 203, Englewood, Colorado, 80113, by Chair, Shelley Thompson. II. ROLL CALL Members Present: Members Absent: Also Present: Shelley Thompson, Chair Rodger Hara, Vice Chair Beverly Bradshaw, Commissioner Charles Carter, Commissioner Ernie Arterburn, Commissioner James Woodward, Ex Officio C.J. Cullinan, Alternate Dawn Shepherd, Executive Director Geula Sherman, Financial Services Manager Renee Tullius, Administrative Manager Wendy Swanhorst, Swanhorst and Company, LLC Chair Thompson called the board members attention to the amended agenda. III. MINUTES A. Regular Meeting held April 5, 2006. MOTION COMMISSIONER BRADSHAW MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD APRIL 5, 2006. COMMISSIONER ARTERBURN SECONDED THE MOTION. Ayes: Nays: Thompson, Arterburn, Carter, Bradshaw None • • • EHA BOC Regular Meeting 05-3-2006 Abstained : Absent: None Hara The Chair declared the motion carried. IV. PRESCHEDULED VISITORS V. Wendy Swanhorst of Swanhorst and Company, LLC, independent auditor for EHA, was in attendance to present the 2005 financial audit. Ms. Swanhorst discussed the Management's Discussion and Analysis , page i, noting its significance. Net assets increased from $15,767 in 2004 to $184,252 in 2005 . A discussion of the increase or decrease of specific revenues and expenditures followed. The Statement of Cash Flows Proprietary Funds also showed an increase in 2005 some of which was spent on capital assets. The Schedule of Expenditures of Federal Awards, reflecting the federal monies and grants received, was noted . Ms. Swanhorst discussed her letter of February 10, 2006 to the Board of Commissioners and explained the paragraph regarding rent reasonableness documentation . The audit did not reveal any rent calculation that exceeded the standard; that would have been noted in the financial statements as an exception. Chair Thompson characterized the audit as clean and straightforward. Dawn Shepherd thanked Ms. Swanhorst. DIRECTOR'S REPORT A. Narrative Dawn Shepherd requested input from the board members on the draft of the new EHA brochure. A discussion of the language of the mission statement and the use of the brochure as a marketing tool followed. The board concurred that the mission statement would not be quoted directly: Chair Thompson suggested changes eliminating several words. Changes will be submitted to Kevin Bradshaw. The brochure should be ready for the June board meeting Pennsylvania Street Development Update Council Member Woodward reported our request that the City waive the PUD permit and development fees was approved. High Rise Buildings (Orchard Place and Simon Center) The board did not have questions or comments . 2 • • • EHA BOC Regular Meeting 05-3-2006 Section 8 Voucher Program The board did not have questions or comments. Public Housing Duplexes The board did not have questions or comments. Offsite Properties Councilmember Woodward asked if the garage on the Grant Street lot was being used for storage and inquired as to the status of the next door neighbors' interest in purchasing the lot. The neighbor relayed to Dawn Shepherd that he had purchased his house and was interested in the lot as open space or future development. Dawn Shepherd did inform him that the lots currently listed for sale are priced at approximately $100,000.00. The neighbor has not made a purchase proposal. Office Building Unit 204 remains vacant. It was not aggressively marketed as staff was awaiting the recommendations of the space study by Odell Architects. It is, however, listed on Englewoodsites.com. Commissioner Arterburn suggested also utilizing Craig's list. Councilmember Woodward volunteered to broadcast its availability to commercial brokers via email. B. Financial Reports There were no questions or comments. C. Program Reports There were no questions or comments. VI. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Approval of the 2005 Audit Report MOTION 3 • • • EHA BOC Regular Meeting 05-3-2006 COMMISSIONER ARTERBURN MOVED THAT THE 2005 AUDIT REPORT PREPARED BY SWANHORST AND COMPANY, LLC BE APPROVED. COMMISSIONER HARA SECONDED THE MOTION. Ayes: Nays : Thompson, Arterburn, Carter, Hara, Bradshaw None Abstained : None Absent: None B. Building Renovation Recommendation 1. Space Study Chair Thompson characterized current office conditions, especially in the Section 8 area, as substandard and unacceptable due to severe overcrowding. Dawn Shepherd reported that the Office Building at 3460 S . Sherman St. was purchased in 1989 for $210,000. Current listings for nearby commercial properties range from $324,000 to $1.9 million. They would require interior reconfiguration to fill our needs. Dawn Shepherd reviewed the floor plans submitted by Odell Architects, discussing in detail the proposed changes. All employees would office on the lower level; however, the second level could be used for future growth. Board consensus was that if staff was satisfied with the plan it was acceptable to them . ERA does not have pricing information yet but estimates $100,000 for office remodeling . Commissioner Woodward estimated $60,000 and suggested staff obtain a pricing plan. Contractors can bid from a pricing plan. The cost of tenant finishing per square foot and several contractors were discussed. Commissioner Woodward suggested contacting Gary Scott of Tenant Planning Services. Greg Williams of Williams Construction was suggested by Commissioner Bradshaw. Dean Rohr, EHA Operations Manager, has a general contractor license and could act as general contractor. Possible changes and additions in electrical delivery were considered as well as possible requirements for additional fire suppression. Staff will follow up and provide pricing information at the June meeting. 2. Heating and A/C Replacement Dawn Shepherd reviewed the two bid proposals received that afternoon in response to the RFP based on the engineering specifications provided by RMH Group. The bids require clarification from the engineer and further investigation by Dean Rohr. The units are custom-built, requiring 10 to 16 weeks of fabrication 4 • • • EHA BOC Regular Meeting 05-3-2006 and are priced between $63,000 and $80,000. Temporary air cooling methods were discussed. The board discussed the weight of the units, the necessity of a structural engineer, changes to the design of the ductwork, and the efficiency of the unit. Geula Sherman reported that the cost of the two projects could be financed or could be covered by a donation from Simon Center. Dawn Shepherd pointed out that the HV AC unit was failing and was 40 years old. There was consensus that the Board desired the two projects , space reorganization and ale and heat replacement, be planned and priced as one project. Commissioner Hara requested that the pricing information be disseminated via email. The necessity for changes in ductwork was discussed. Commissioner Bradshaw advocated a formal plan for the ductwork design and requested the insulation of the walls be investigated . Commissioner Hara suggested that Otis Odell plan the ductwork design for both floors. MOTION COMMISSIONER HARA MOVED THAT THE CONTRACT WITH ODELL ARCHITECTS BE AMENDED TO INCLUDE DESIGN OF THE DUCTWORK REQUIRED BY REPLACEMENT OF THE HEATING AND AIR CONDITIONING UNIT AND THE SPACE REORGANIZATION AT 3460 SOUTH SHERMAN ST. COMMISSIONER BRADSHAW SECONDED THE MOTION . Ayes: Nays: Abstained : Absent : Thompson, Arterburn, Carter, Hara, Bradshaw None None None VII. INFORMATION AGENDA A. Painting Bids: Common Areas of Simon Center and Orchard Place The bids received ranged from $39,996 .00 to $79,750.00. The lowest bid was non- responsive . Giant Painting had the lowest of the responsive bids at $43,200.00 and was awarded the contract. Benjamin More paint will be used and is expected to last 8 to 10 years. Simon Center is lower in cost than Orchard Place because Davis Bacon wages are required at Orchard Place . The pa inter did request an advance check to cover the cost of supplies . Dawn Shepherd presented the check for signature by one of the board members. Councilmember Woodward requested that a provision specifying a second coat would be applied if necessary be included in the contract. Rather than painting each floor a different color, EHA will offer a flower mural painted on each floor to identify the floor. Commissioner Bradshaw suggested contacting the artist who teaches at the Malley Center. 5 • • • EHA BOC Regular Meeting 05-3-2006 Commissioner Hara suggested the resident participate in choosing the flower for their floor. Commissioner Carter stated that all the residents were excited about all the improvements. B. Contract Renewal: Section 8 Housing Choice Voucher ERA/Douglas County and the State of Colorado MOTION COMMISSIONER BRADSHAW MOVED THAT THE SECTION 8 HOUSING CHOICE VOUCHER CONTRACT BETWEEN ERA/DOUGLAS COUNTY AND THE DIVISION OF HOUSING BE RENEWED. COMMISSIONER BRADSHAW SECONDED THE MOTION. Ayes: Nays : Thompson, Arterburn, Carter, Hara, Bradshaw None Abstained: None Absent: None VIII. GENERAL DISCUSSION A. Commissioner's Choice Commissioner Bradshaw noted that the Lowe's at Belleview and Santa Fe had broken ground and that a new South Suburban bike trail dedication had taken place attended by Ken Salazar. B. Director's Choice The Service Coordinator has arranged for sexual health classes to be held at both high rise buildings . Chair Thompson applauded the staffs initiative. A Simon Center resident has complained to the housing authority about a panel on the alley at the north end of Simon Center blocking vision when exiting the alley . EHA offered to erect limited vision signage but he declined. The City was also approached. Since there had been no accidents in the past, the City did not consider the panel a hazard. C. City Council Communication 6 • • • EHA BOC Regular Meeting 05-3-2006 The Malley Center Crosswalk was approved. There is no agreement yet on the golf course property; however, a draft lease agreement has been submitted. IX. ADJOURNMENT Chair Thompson adjourned the meeting at 6:45. Shelley ho son, Chair Englewood Housing Authority Board of Commissioners 7 ~~ Dawn Shepherd,ExetiveDirec Englewood Housing Authority Board of Commissioners