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Home My WebLink About2007-05-02 EHA MINUTES, • • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting May 2, 2007 The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 3:30 p.m. on Wednesday, May 2, 2007 at 3460 South Sherman Street, Suite 203, Englewood, Colorado, 80113, by Vice Chair, Rodger Hara. II. ROLL CALL Members Present: Members Absent: Also Present: Shelley Thompson, Chair Rodger Hara, Vice Chair Ernie Arterburn, Commissioner Beverly Bradshaw, Commissioner Charles Carter, Commissioner James Woodward, Ex Officio C.J. Cullinan, Alternate None Wendy Swanhorst, Swanhorst & Company Dawn Shepherd, Executive Director Geula Sherman, Financial Services Manager Renee Tullius, Administrative Manager III. PRESCHEDULED VISITORS Wendy Swanhorst, from the auditing firm of Swanhorst and Company, was present for a discussion of the 2006 audit of the agency's financial statements. Ms. Swanhorst referred to the Management 's Discussion and Analysis (MD&A) which provides an overview of housing authority financial activities and highlights for the year, and said that she encouraged board members to review it. Ms. Swanhorst reviewed the status of each fund, and stated that the audit revealed no major problems or issues. She said that overall internal control policies are good and account records are in good shape. Commissioner Bradshaw clarified that EHA's Months Expendable Funds Balance ratio of 5.6 months was sufficient • • • EHA BOC Regular Meeting 5-02-2007 IV. MINUTES V . A. Regular Meeting held April 4, 2007. MOTION COMMISSIONER HARA MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETINGOF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD APRIL 4, 2007. COMMISSIONER ARTERBURN SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Thompson, Hara, Arterburn, Carter None Bradshaw None The Chair declared the motion carried. DIRECTOR'S REPORT A. Narrative Commissioner Carter inquired as to the cost of the repairs required on top floor unit in the Normandy. Dawn Shepherd discussed the necessity for replacing the roof-top air- conditioning unit. The unit contains mold. The unit and duct work will be replaced. Removal of the unit without replacement would require significant roofrepairs. Councilmember Woodward requested information on HOME funds. Dawn Shepherd explained that HOME funds are federal grant funds that flow from Arapahoe County. It is possible EHA could receive $150,000 to $300,000 in HOME funds for water, sewer and utility taps . EHA will submit a request for a letter of support from the City Council for our application for HOME funds. HOME funds can be used for utilities without triggering Davis-Bacon wage regulations. Commissioner Bradshaw suggested investigating funding sources through DrCog. Vice Chair Hara stated that Xcel energy offered below market financing and sale prices on energy efficient systems and appliances and corresponding tax credits. Vice Chair Hara inquired as to legal counsel's suggested response to the petition of non- smokers petition regarding a possible relocation of smokers to their floor. EHA has not yet received her suggested response . Dawn Shepherd requested a motion authorizing staff to apply for HOME funds to be used for water and sewer taps and utilities at The Terraces on Pennsylvania. 2 • • • EHA BOC Regular Meeting 5-02-2007 MOTION COMMISSIONER BRADSHAW MOVED TO AUTHORIZE THE USE OF HOME FUNDS FOR WATER AND SEWER TAPS AND UTILITIES FOR THE CONSTRUCTION OF THE TERRACES ON PENNSYLVANIA. COMMISSIONER ARTERBURN SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Thompson, Hara, Arterburn, Carter, Bradshaw None None None The Chair declared the motion carried. B. Financial Reports Geula Sherman stated that the true status of the March 2007 income statement is reflected below the shaded total income expenditures line. Budgeted balance sheet items must be included in the totals. EHA accounts show a positive balance after the inclusion of these items. The negative balance reflected in the management account is due to a documentation issue with Bank of Choice regarding properties sold in 2006. Notation was made of the prior year adjustment in the amount of $107,000. This account reflects a mortgage which was no longer exists. This issue will be resolved prior to the next board meeting. Additionally the financials reflect expenses incurred during the remodel which were budgeted for FY2006 but paid in FY2007. The amount of funds approved for the remodel has not been exceeded; the remodel unexpectedly extended into 2007. Staff is methodically investigating potential financial software packages. Geula Sherman will attend a presentation of Y ARDI. The investigation, evaluation and selection process is estimated to span 12 months. C. Program Reports Dawn Shepherd reported that EHA is seeing an increase in vacancies. Most tenants cite health reasons as the principal reason they decide to move. A significant number of new residents are seniors. Commissioner Carter observed the apartment rehabs were completed quickly and without major disruption to the current residents . 3 • • • EHA BOC Regular Meeting 5-02-2007 VI. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Resolution 7 Approving An Amendment to the EHA Procurement Policy MOTION COMMISSIONER BRADSHAW MOVED TO APPROVE RESOLUTION 7 APPROVING AN AMENDMENT TO THE EHA PROCUREMENT POLICY. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Thompson, Hara, Arterburn, Carter, Bradshaw None None None The Chair declared the motion carried . B. Resolution 8 Approving An Amendment to the 2006 Capital Fund Program Annual Plan MOTION VICE CHAIR HARA MOVED TO APPROVE RESOLUTION 6 APPROVING AN AMENDMENT TO THE 2006 CAPITAL FUND PROGRAM ANNUAL PLAN. COMMISSIONER BRADSHAW SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Thompson, Hara, Arterburn, Carter, Bradshaw None None None The Chair declared the motion carried. C. Approve the 2006 Audit. MOTION COMMISSIONER ARTEBURN MOVED TO APPROVE THE 2006 FINANCIAL AUDIT. COMMISSIONER CARTER SECONDED THE MOTION. 4 • • • EHA BOC Regular Meeting 5-02-2007 Ayes: Nays: Thompson, Hara, Arterburn, Carter, Bradshaw None Abstained: None Absent: None The Chair declared the motion carried. VII. INFORMATION AGENDA A discussion ofFSS participants on track to attain homeownership and also the participants leaving the program took place. VIII. GENERAL DISCUSSION A. Commissioner's Choice There was no discussion B. Director's Choice Dawn Shepherd reminded the Board of the May 4th breakfast with City Council. C. Council Communication En~Iewood City Council is honoring Nancy Peterson as 2007 Citizen of the Year on May 14 1 , 6:00 p.m. at the Malley Center. The commissioners directed staff to send a letter of thanks and congratulations on behalf of the housing authority. X. ADJOURNMENT 5 • • • EHA BOC Regular Meeting 5-02-2007 MOTION VICE CHAIR HARA MOVED TO ADJOURN THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS. COMMISSIONER ARTERBURN SECONDED THE MOTION. THE MOTION CARRIED. Chair Thompson adjourned the meeting at 4:40pm. Shelley T o on, Chair Englewood Housing Authority Board of Commissioners 6 ~~ Dawn Shepherd, Executive Director Englewood Housing Authority Board of Commissioners