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HomeMy WebLinkAbout2007-07-11 EHA MINUTES• • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting July 11, 2007 The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 3:38 p.m . on Wednesday, June 6, 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 James Woodward, Ex Officio Charles Carter, Commissioner Rodger Hara, Vice Chair C.J. Cullinan, Alternate Dawn Shepherd , Executive Director Renee Tullius, Administrative Manager Daryl Estes, citizen, joined the meeting at 3 :45 III. PRESCHEDULED VISITORS There were no prescheduled visitors. IV MINUTES A. Regular Meeting held June 6, 2007. MOTION COMMISSIONER BRADSHAW MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD JUNE 6, 2007. COMMISSIONER ARTERBURN SECONDED THE MOTION. Ayes : Nays: Thompson, Arterburn, Bradshaw None • • • EHA BOC Regular Meeting 7-11-2007 Abstained : Absent: Carter Hara The Chair declared the motion carried. B. Special Meeting held May 23, 2007 The required members were not present to pass the minutes. These minutes are held for the August 1st Board Meeting. V. DIRECTOR'S REPORT A. Narrative The warranty on the security cameras replaced at Orchard Place had expired . The new cameras utilize an advanced technology with clearer images and more advanced features . Power surges and lightening will not damage them as it had the cameras previously installed. Dawn Shepherd clarified that that the initial and current plan for retaining ownership of the Terraces is that EHA will sell the development site to the partnership and will have the first right of refusal at the end of the 15 year compliance period. The concept of a long term lease rather than a sale was examined at the meeting with Bill Callison and Henry Burgwyn but rejected . Dawn Shepherd informed the Board that City Council and the City Manager and his guests from Englewood's sister city in Germany have been invited to the Simon Center anniversary celebration on July 31 51 • Additionally EHA board members and Thomas Burns, who was Chairman of the EHA Board for many years, are invited. Mr. Burns will be presented with a plaque . B. Financial Reports The budget will be revised this month to include the dollars budgeted in 2006 for the office remodel which were expended in 2007. EHA may follow the same procedure to accomplish this as the City of Englewood, utilizing a similar resolution . Dawn Shepherd discussed the difficulty presented by the challenge of simultaneously attaining full budget and voucher utilization. The new formulae for funding Section 8 will reduce payments to EHA by approximately $400,000 and to SHA by $100,000. HUD did allow for a supplementary application process and an application was filed . 2 • • • EHA BOC Regular Meeting 7-11-2007 There are currently 14 vacant units. EHA continues to experience a larger than anticipated number of move-outs. Dawn Shepherd reported a Y ARDI software representative will be in the office for an all day presentation of their financial and housing program software. Our fee accountants will also attend. Y ARDI will not resolve the difficulty balancing voucher utilization and budget utilization but will streamline the accounting process. Currently the existing two software packages used do not communicate with each other and are manually interfaced requiring much duplication of effort. Other housing authorities have praised YARD I's capabilities. Chair Thompson noted that the bracketed amounts in the financial reports are small in comparison to the total budget. The planned budget clarifications will improve the income statement. Projected budget amounts will also be closer to actual budgeted amounts . Dawn Shepherd commented that the lower occupancy rate did cause a lag in the actual rental income. However, vacancies do afford staff the opportunity to replace worn flooring, cabinetry, and appliances and repaint the units . C. Program Reports Council member Woodward inquired as to the larger number of work orders at Orchard Place. Dawn Shepherd cited the differences in population and the inability of some residents to physically do small things such as changing light bulbs . The possibility of residents either being given light bulbs or required to use energy efficient bulbs was discussed. The board reached a consensus that residents could be encouraged to use energy efficient light bulbs and they would be given away at roundtable meetings as a door prize in lieu of the $5 .00 currently distributed to the winning ticket holder. The possibility of approaching Wal-mart for a donation of light bulbs was discussed. Energy efficient bulbs are currently used in all common area lighting fixtures . The resident who was recently arrested from the building for a drug related offense committed in February 2007 will vacate the unit on Sunday, July 15, 2007. Neither applicant for Maintenance Technician passed the background check. VI. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS INFORMATION AGENDA A. Letter of Support for Community Housing Development Association(CHDA) 3 • • • EHA BOC Regular Meeting 7-11-2007 CHDA is not EHCD nor is it affiliated with EHDC. The board members discussed CHDA's request for a letter of support for their proposed rehab projects at the corners of Washington Street and Highway 285 and Pearl Street and Highway 285. CHDA's high standards, adequacy of funding and the similarity of their goals and mission to EHA's goals and mission were noted. A discussion of concerns regarding the concentration of a specific population followed. Board members felt they lacked sufficient demographic data to thoughtfully consider and come to a decision on the issue. They reached a consensus that while they were able to support CHDA's mission and goals and applauded their past accomplishments, without the opportunity to study the demographics of the area and the possible impact on The Terraces, they could not support CHDA's proposed project. Dawn Shepherd will draft and submit a letter to CHDA to that effect. B. The Terraces Exit Strategy Dan Morgan is a tax credit financial analyst. His fee to review documents pertaining to The Terraces is $100 per hour. He estimates his review would require 10 to 15 hours. The purpose of his review would be to ensure EHA was able to retain ownership of The Terraces at the end of the tax compliance period at the lowest possible cost. MOTION COMMISSIONER BRADSHAW MOVED TO APPROVE RETAINING DAN MORGAN TO REVIEW EHA'S EXIT STRAGETY REGARDING EHA'S INTEREST IN THE TERRACES AND TO ENSURE EHA RETAINS THAT INTEREST AT THE LOWEST POSSIBLE COST TO EHA. COMMISSIONER ARTERBURN SECONDED THE MOTION. THE MOTION PASSED. Ayes: Nays: Abstained: Absent: Thompson, Arterburn, Bradshaw, Carter None None Hara The Chair declared the motion carried. VII. INFORMATION AGENDA EHA did submit an application for HOME funding for the Terraces and has approached City Council regarding the waiver of permit and review fees. Partnering with the City is a requirement when requesting a grant from the Colorado State Division of Housing. EHA may seek a grant from the State to fill any funding gaps. Council member Woodward informed board members that the request for the waiver of the permit fees and the City's portion of the plan review fee will be brought up during the City Council meeting, July 161 \ during Council Members Choice . 4 • • • EHA BOC Regular Meeting 7-11-2007 VIII. GENERAL DISCUSSION A. Commissioner's Choice Council Members expressed their delight that Rodger Hara was reappointed to the Englewood Housing Authority Board of Commissioners. Commissioner Bradshaw made inquiries as to the status of the sale of several townhouses next door. Chair Thompson announced she will not be in town for the August board meeting. The Board Meeting will be conducted by Vice Chair Rodger Hara. School Board packets are currently available for pick up by parties interested in serving on the School Board. B. Director's Choice Dawn Shepherd drew board members attention to the invitation to the annual board appreciation night and also a survey from Littleton Housing Authority asking about interest in a meeting of Housing Authority Commissioners and executive staff to discuss current challenges and innovations . The most recent Pro Forma on The Terraces was available at the board meeting. Dawn Shepherd will attend a construction meeting July 12th to review completed design drawings . Construction costs are currently $5-$7 higher per square foot than a year ago. Ground breaking is estimated to occur at the end of August or the beginning of September. Dawn Shepherd asked the Commissioners to consider what type of ground breaking event they would like for discussion at the August 1st meeting. The penthouse remodel is complete and beautiful. The new decking is very nice. The remaining community deck space will be remodeled with the same material. Additional funds for remodeling units at The Normandy will be requested at the August 1st meeting. The occupancy rate at The Normandy is increasing as are rental inquiries. Simon Center's 30th anniversary celebration is Wednesday July 31st at noon. EHA will provide the food and staff to cook and serve. Board members are invited. C. Council Communication Councilmember Woodward reminded board members of Senior Splash at Pirates Cove, 6:45 pm that evening . 5 • • • EHA BOC Regular Meeting 7-11-2007 X. ADJOURNMENT MOTION COMMISSIONER ARTERBURN MOVED TO ADJOURN THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS. COMMISSIONER CARTER SECONDED THE MOTION. THE MOTION CARRIED. Chair Thompson adjourned the meeting at 5 :00pm. 6 Dawn Shepherd, Executi Director Englewood Housing Authority Board of Commissioners