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Home My WebLink About2007-02-20 EHA MINUTES• • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting February 20, 2007 The Re gular Meeting of the Englewood Housing Authority Bo ard of Commissioners was called to order at 3:30 p.m. on Tuesday February 20, 2007 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 Ernie Arterburn, Commissioner Beverly Bradshaw, Commissioner Charles Carter, Commissioner James Woodward, Ex Officio C .J. Cullinan, Alternate Rodger Hara, Vice Chair Dawn Shepherd , Executive Director Geula Sherman, Financial Services Manager Renee Tullius, Administrative Manager III. PRESCHEDULED VISITORS There were no prescheduled visitors. IV. MINUTES A. Regular Meeting held January 3, 2007. Chair Thompson requested the time of adjournment be corrected . Alternate member Cullinan requested the Minutes reflect that John Durso stated that the inclusion of wheelchair units in the proposed rehabilitation project would be cost prohibitive rather than not feasible financially . • • • EHA BOC Regular Meeting 2-20-2007 MOTION COMMISSIONER ARTERBURN MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING, AS CORRECTED, OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD JANUARY 3, 2007. COMMISSIONER BRADSHAW SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Thompson, Bradshaw, Arterburn None Carter Hara The Chair declared the motion carried. B. Annual Meeting held January 3, 2007 MOTION COMMISSIONER BRADSHAW MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD JANUARY 3, 2007. COMMISSIONER ARTERBURN SECONDED THE MOTION . Ayes: Nays : Abstained: Thompson, Bradshaw, Arterburn None Carter Absent: Hara The Chair declared the motion carried. V. DIRECTOR'S REPORT A. Narrative Dawn Shepherd reported on the recent construction meetings regarding budgeted costs for The Terraces. The estimates exceed the budget by $750,000. $300,000 to $400,000 of this is due to excesses in engineering and lighting components. Items have been identified that can be changed that will reduce costs but not effect the quality of life for residents. While the cost of concrete has not increased, a change in the type of footings utilized necessitated a much larger amount of concrete. The examination of these types of items will yield cost savings. A line item analysis will be performed. Henry Burgwyn is confident the excess costs will be resolved. At present, he is pricing alternate insurance 2 • • • • EHA BOC Regular Meeting 2-20-2007 VI. sources as Shaw's insurance carrier calculates the insurance premium based on an average of all of Shaw's projects rather than this project. All costs will be examined for possible savings . Further analysis will reveal if a gap does indeed exist. Councilmember Woodward's inquired regarding possible asbestos in the structures to be demolished . Dawn Shepherd reported the tests did not indicate the presence of asbestos. Commissioner Bradshaw requested a determination of the land value of the Royal Manor and the Carmel Apartments. Dawn Shepherd stated that these properties were priced at the low end of market value. B. Financial Reports Geula Sherman noted that 2006 was a positive year finishing "in the black" and that our auditors recently completed the audit of 2006. Councilmember Woodward noted that on page 1 of 4 of the Income Statement, the YTD column had not been annualized. A discussion of the need for new software followed noting the staffs and the auditors' realization of the limits of the existing software. While HAPPY is adequate for Section 8, it has many deficiencies in the area of managed properties , requiring a large number of manually generated spreadsheets. Our financial software is very old and is extremely limited in its reporting capabilities . HAPPY does not offer a financial module , suggesting QuickBooks as a complimentary package . Staff does not consider QuickBooks an adequate solution . Our future growth with The Terraces and the possible acquisition of additional units require different software. Dawn Shepherd contacted a consultant who works with Swanhorst & Associates. She would be available to assist staff in determining our specific requirements and preparing the Request for Proposal for appropriate software . Their fee would be $6,000 to $9 ,000. The board 's consensus was that staff should purse acquisition of a new software package. C. Program Reports Chair Thompson noted there were no surprises contained in the reports . Dawn Shepherd informed the Board that Englewood Housing Authority Section 8 would open their waiting list in 2007. That event would be timed around the months during which the least number of recertifications would take place. The Douglas County wait list will also open. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Resolution 1 Approving Submission of HUD Form 50072, PHAS Submission 3 • • • EHA BOC Regul ar Meeting 2-20-2007 MOTION COMMISSIONER ARTERBURN MOVED TO APPROVE RESOLUTION 1 APPROVING THE SUBMISSION OF HUD FORM 50072, PHAS SUBMISSION. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays : Abstained: Absent: Thompson , Bradshaw, Arterburn, Cart er None None Hara The Chair declared the motion carried . B. Resolution 2 Approving Submission of HUD Form 52648, SEMAP Submission MOTION COMMISSIONER BRADSHAW MOVED TO APPROVE RESOLUTION 2 APPROVING THE SUBMISSION OF HUD FORM 52648, SEMAP SUBMISSION. COMMISSIONER ARTERBURN SECONDED THE MOTION . Ayes: Nays: Abstained: Absent: Thompson, Bradshaw, Arterburn, Carter None None Hara The Chair declared the motion carried. C. Resolution 3 Approving Changes to Sections 8 and 10 of the ACOP MOTION COMMISSIONER ARTERBURN MOVED TO APPROVE RESOLUTION 3 APPROVING CHANGES TO SECTIONS 8 AND 10 OF THE ACOP. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained: Thompson, Bradshaw, Arterburn, Carter None None 4 • • • EHA BOC Regular Meeting 2-20-2007 Absent: Hara The Chair declared the motion carried . D. Resolution 4 Approving Changes to Section 13.3 of the ACOP MOTION COMMISSIONER BRADSHAW MOVED TO APPROVE RESOLUTION 4 APPROVING CHANGES TO SECTION 13.3 OF THE ACOP. COMMISSIONER ARTERBURN SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Thompson, Bradshaw, Arterburn, Carter None None Hara The Chair declared the motion carried . D. Resolution 5 Approving Changes to Section 15.8 of the ACOP MOTION COMMISSIONER BRADSHAW MOVED TO APPROVE RESOLUTION 5APPROVING CHANGES TO SECTION 15.8 OF THE ACOP. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Thompson, Bradshaw, Arterburn, Carter None None Hara The Chair declared the motion carried . VII. INFORMATION AGENDA There was no discussion. VIII . GENERAL DISCUSSION 5 • • • , EHA BOC Regular Meeting 2-20-2007 A. Commissioner's Choice There was no discussion. B. Director's Choice There was no discussion. C. Council Communication There was no discussion. X. ADJOURNMENT MOTION COMMISSIONER CARTER MOVED TO ADJOURN THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS. COMMISSIONER THOMPSON SECONDED THE MOTION. THE MOTION CARRIED . Chair Thompson adjourned the meeting at 5:00pm. Shelley T o on, Chair Englewood Housing Authority Board of Commissioners 6 Dawn Shepherd, Executi e Director ·Englewood Housing Autli.ority Board of Commissioners