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HomeMy WebLinkAbout2006-06-07 EHA MINUTES• • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting June 7, 2006 The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 4:30 p .m. on Wednesday, June 7, 2006, 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 Beverly Bradshaw, Commissioner Charles Carter, Commissioner James Woodward, Ex Officio C.J. Cullinan, Alternate Rodger Hara, Vice Chair Ernie Arterburn, Commissioner Dawn Shepherd, Executive Director Geula Sherman, Financial Services Manager Renee Tullius , Administrative Manager Dean Rohr, Operations Manager Otis Odell, Odell Architects A. Regular Meeting held May 3, 2006. MOTION COMMISSIONER BRADSHAW MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD MAY 3, 2006. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained: Thompson, Carter, Bradshaw None None • • • EHA BOC Regular Meeting 06-7-2006 Absent: Hara, Arterburn The Chair declared the motion carried. IV. PRESCHEDULED VISITORS Otis Odell of Odell Architects discussed his plan for reorganizing and renovating the EHA office on the first floor of 3460 South Sherman to accommodate the needs of the staff. Otis met with all staff and his plan is agreeable to all staff. The space study included a detailed inventory of all furniture and equipment to ensure adequate space allocation per area. To determine the cost of the renovation Otis Odell, Dean Rohr and Renee Tullius met to quantify the volume of materials required. The estimator at Shaw Construction provided the unit prices. This information is the basis of the cost estimate included in the board packets. Mr. Odell estimated costs "high" due to the current volatility in the pricing and supply of construction materials. The estimate assumed new carpet throughout, and new ceiling tile . There may be opportunities for savings in reusing doors and some ceiling tile . The estimate specifies a 10% line item for contingencies and a 20% line item for the cost of a general contractor. A discussion of composing and distributing a pricing drawing to contractors, the cost of specific items, and the cost and time savings if Dean Rohr acted as general contractor followed. Commissioner Thompson summarized the two available options as 1) using the cost estimates prepared by Otis Odell as a not to exceed guide with Dean Rohr acting as general contractor, and 2) composing and using a pricing plan to solicit bids from contractors . Chair Thompson cited the urgency of completing the renovation to address staff overcrowding and working conditions. Commissioner Bradshaw stated the importance of moving ahead with the project. Geula Sherman identified funding sources as commercial financing or a donation from the Simon Center account. The advantages and disadvantages of both options were considered. Otis Odell summarized the risks associated with utilizing his cost estimate as a missed line item or incorrect cost and the impact on Dean Rohr's time and responsibility. Dawn Shepherd is comfortable with Dean Rohr acting as general contractor on the office renovation . Dean Rohr stated the maintenance administrator, Cliff Braun, is available and able to resolve any situations requiring immediate attention at the high-rise buildings if he were unavailable. The possibility of contractors working at night at specific points during the renovation and the resulting cost increase was recognized. The existing management team will assist in the renovation . Dawn Shepherd stated if the Board approved the cost estimates as not to exceed figures the staff would work very hard to bring the project in under budget while achieving a quality job. Chair Thompson called for a motion to approve costs not to exceed $65,945.00 on the office renovation and $120,000.00 on the mechanical. Commissioner Bradshaw initiated 2 • • • EHA BOC Regular Meeting 06-7-2006 V . a discussion on the location of the mechanicals . Dawn Shepherd related the proposed plan to use three smaller roof top units in place of the one large custom unit. A structural engineer examined the roof. His report, which is expected by June 91 \ will determine the approach. Either approach will not exceed $120,000.00. Councilmember Woodward pointed out that if the mechanicals were not rooftop, space within the building would need to be sacrificed to accommodate the machinery. There was a discussion of how that would reduce the value of the building. Dean Rohr explained that the roof will support the equipment at the same spot as the existing unit but the proposed alternative plan puts units in untested areas of the roof, hence the structural engineer. Otis Odell pointed out that it was possible to reinforce parts of the roof if necessary. Architectural fees are covered under a separate contract and are not included in the cost estimate. Commissioner Bradshaw expressed concern regarding the rooftop installation but notes that alternative plans are included in the $120,000 estimate. Dean Rohr estimates a 3-4 week build out after bid award if EHA is able to implement the alternative plan. MOTION COMMISSIONER BRADSHAW MOVED THAT THE OFFICE RENOVATION PLAN BE APPROVED AT A NOT TO EXCEED COST OF $65,945.00 AND THE MECHANICAL PLAN BE APPROVED AT A NOT TO EXCEED COST OF $120,000.00. COMMISSIONER CARTER SECONDED THE MOTION . Ayes : Nays : Abstained: Absent: Thompson, Carter, Bradshaw None None Hara, Arterburn MOTION COMMISSIONER BRADSHAW MOVED THAT THE OFFICE RENOVATION AND THE MECHANICAL PLAN BE FUNDED FROM THE SIMON CENTER ACCOUNT. COMMISSIONER CARTER SECONDED THE MOTION. Ayes : Nays: Abstained: Absent: Thompson, Carter, Bradshaw None None Hara, Arterburn DIRECTOR'S REPORT 3 • • • EHA BOC Regular Meeting 06-7-2006 A. Narrative Dawn Shepherd reported that a proof of the brochures was printed. The final copies will be printed after Kevin Bradshaw "preps" the files . Kevin Bradshaw is Commissioner Bradshaw's brother. All of his time and talent were donated to the Englewood Housing Authority. Pennsylvania Street Development Update Council Member Woodward clarified that there would be two elevators in the building . High Rise Buildings (Orchard Place and Simon Center) Commissioner Carter commented that the new paint looked fine and the residents were pleased. 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 The board did not have questions or comments. Office Building The board did not have questions or comments. B. Financial Reports The board did not have questions. Chair Thompson commented the financials looked good. Dawn Shepherd reported that EHA received preliminary notice of the award of $148,881 from the Capital Fund Program. This funding is used for capital expenses at Orchard Place. C. Program Reports Commissioner Bradshaw commented on the low number of minorities in the Normandy. Section 8 has a higher proportion of minorities. Geula Sherman reported that historically a low number of minorities reside at the Normandy. VI. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Approval of Amendment to Designation of Safety Officer 4 • • • EHA BOC Regular Meeting 06-7-2006 The safety officer is designated as the position of administrative manager rather than a named individual. MOTION COMMISSIONER BRADSHAW MOVED THAT THE AMENDMENT TO THE DESIGNATION OF THE SAFETY OFFICER BE APPROVED. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Thompson, Carter, Bradshaw None None Hara, Arterburn B. Resolution to Approve the Revision to the Pet Policy and the Tenant Selection Policy Pursuant to the CHAF A Management Review Council Woodward clarifies EHA does pay interest on pet deposits; EHA cannot restrict pets from duplexes. Dawn Shepherd estimates there are 30 pets in the high- rise buildings. Councilmember Woodward proposes deleting the reference to the dog run and clarifying that leashes are required outside of the buildings on EHA property. Dawn Shepherd reported on the latest HUD regulations allowing residents to have companion animals. Companion animals are not subject to EHA pet policy. MOTION COMMISSIONER CARTER MOVED THAT THE PET POLICY AND THE TENANT SELECTION POLICY BE AMENDED INCLUDING THE ALTERATIONS PROPOSED BY COUNCILMEMBER WOODWARD. COMMISSIONER BRADSHAW SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Thompson, Carter, Bradshaw None None Hara, Arterburn VII. INFORMATION AGENDA 5 EHA BOC Regular Meeting 06-7-2006 • There were no questions, comments, or discussion. • • VIII. GENERAL DISCUSSION A. Commissioner's Choice Commissioner Bradshaw proposed a staff appreciation luncheon. Chair Thompson requested Dawn Shepherd arrange a catered luncheon not to exceed $12.00 per person. Chair Thompson reported that Commissioner Arterburn is up for reappointment. Chair Thompson and Dawn Shepherd submitted a letter of support for his reappointment. Chair Thompson spoke on behalf of the Board at the Public Hearing before City Council on June 5th regarding the Penn St Development. Otis Odell and Tricia Langdon also made presentations . The visuals in Otis Odell 's presentation were excellent. Councilmember Woodward is unaware of any objections to the project and listed the positive aspects of the project. Moving seniors from single-family homes into senior housing also opens up that housing for young families with children . B. Director's Choice The department of health will make a sexual health presentation in the buildings as a preventative measure in their efforts to combat the epidemic spread of STDs in the metro area. Dawn Shepherd summarized the topics covered at the PHADA conference she attended. Public Housing Project Based Asset Management is required for all housing authorities having 250 or more public housing units. All the experts strongly discouraged making the transition if it was not required. She met and spoke with the President of HAPPY Software . He stated there is a solution to some of the problems we are experiencing with the Section 8 direct deposit program and will contact her with the solutions. Cornerstone Realty recommended reducing the asking price on the Warren and Penn St properties . They recommend reducing the price on the Pennsylvania St property from $250,000 to $225,000 and from $99,900 to $89,900 on the Warren St property. The real estate market is very soft at present. C. City Council Communication Council member Woodward related a recent unsuccessful attempt to house a violent sexual predator in Englewood and his opposition to that or any future similar occurrence. EHA will not house an individual who is convicted of a felony . 6 • • • EHA BOC Regular Meeting 06-7-2006 IX. ADJOURNMENT Chair Thompson adjourned the meeting at 6:45 into Executive Session. Shelley omps n Chair Englewood Housing Authority Board of Commissioners 7 ~A-~ Dawn Shepherd~ Englewood Housing Authority Board of Commissioners