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HomeMy WebLinkAbout2007-10-10 EHA MINUTES• • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting October 10, 2007 The Regular Meeting of the Englewood Housing Authority Board of commissioners was called to order at 4:00 p.m. on Wednesday, October 10, 2007 at 3460 south Sherman street, suite 203, Englewood, Colorado, 80113, by Chair, Shelley Thompson. ~ ROLL CALL Ill. 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 Henry Burgwyn, Burgwyn company Marty Mosman, FSS coordinator Dawn Shepherd, Executive Director Renee Tullius, Administrative Manager PRESCHEDULED VISITORS Henry Burgwyn discussed the costs overruns and the impact of the International Building Code which he described as much more encompassing than previous codes. The fact that the soil on the development site is very loose re .Quired gigantic effort and attention to the foundation resulting in an enormously large foundation. Most of the soil will need to be removed. By challenging various aspects of the design, the cost overruns were reduced to two major items: the .. • • • EHA BOC Regular Meeting I 0-10-07 second elevator costing s110,ooo and floor drains in the laundry areas costing $37,000. Aegon contributed the funds for the 2nd elevator. Funding for the drains remains unresolved. Pipes for the drains will need to be installed in approximately 90 -120 days. Funding for this will need to be located. The construction contract with Shaw is for $7,410,000, slightly below $100 per square foot. Closing will take place on October 23rd and the lot will be cleared on October 25th . Chair Thompson requested utilization of the contingency fund to resolve funding issues. Mr. Burgwyn expounded on the rules that govern the contingency funds. The first contingency fund in the amount of s200,ooo is controlled by the contractor and .is intended for errors or construction problems. Most of these will occur in first 60 days while the building is emerging from the ground. A major concern is protecting against subcontractors going bankrupt. The second contingency fund in the amount of $370,500 is for hard costs, unforeseen conditions, such as the building inspector overruling the planning department and forcing changes. Mr. Burgwyn controls this contingency fund but withdrawals are limited to the proportion of the level of completion of the building. Upgrades to the exterior of the building can be considered after the building is out of the ground but the problem then becomes supply and delivery of the upgrades. He does not currently have the material buying schedule. Chair Thompson stressed the importance of the external appearance of The Terraces and the Board's desire that it be a" crown Jewel", a n exceptional land mark building that the Board could be proud of. Chair Thompson stressed the importance of the design details that need to be reinstated back into the plan. The third contingency plan in the amount of $25,000 is for soft cost over runs such as title costs and legal fees. commissioner Bradshaw questioned Mr. Burgwyn regarding the status of his other projects noting that the Board had believed that The Terraces would be his only project. commissioner Bradshaw noted that the Board had declined the bid of another developer because his design utilized the Hardi stucco panels called for in the current 2 • • • EHA BOC Regular Meeting 10-10-07 construction budget. The Board considers the building's appearance as a very important issue. Mr. Burgwyn pointed out the Hardi products have an incredible warranty. commissioner Arterburn related the difficulty in repairing the panels. councilmember Woodward opined that The Terraces must be a "Cr own Jewel" and stressed the importance of its appearance to marketing. If the second contingency fund is not spent, $30,000 will be applied to the development fee. Chair Thompson asked Mr . Burgwyn if the contingency fund were not available to retain the original design elements, to suggest a course of action EHA could take to get those feature included in the building. Dawn Shepherd requested samples of the exterior products and colors. Mr.Burgwyn recommended viewing the new senior building at 17th and Pierce in Lakewood as the best place to look at a wide range of Hardi exterior products. commissioner Bradshaw questioned a waterproofing item in the budget. councilmember Woodward requested a report comparing budgeted line items and actual costs. Mr. Burgwyn can provide a copy . councilmember Woodward noted that the price of commodities increased during the delay resulting from the February 'O 7 rather than September '06 approval of the tax credit application and questioned if EHA was charged with that entire increase or if it was shared. Mr. Burgwyn responded that although the price was the price, he had believed the construction cost would be S93 per square foot. Mr. Burgwyn did state that the $400,000 he had set aside as a hedge was not a large enough amount. commissioner Arterburn questioned pouring concrete in the winter. Mr. Burgwyn offered that summer would be worse but stated that if the temperature dropped below 28 degrees heat would be provided. The budget contains $45,000 for winter heat. If any contingency remained the funds could be used to embellish the building or pay down the loan to reduce the debt service. Mr. Burgwyn stated that a series of boards representing interior finishes and colors were being prepared. He departed at 4:45 p.m . 3 • • • EHA BOC Regular Meeting I 0-10-07 Marty Mossman, Family Self sufficiency coordinator, reported another graduate from the program. The graduate used her $10,000 escrow funds for education; she did not qualify for homeownership. She does have another client who will soon become a homeowner, the 7th this year. Ms. Mossman passed around a photo album of the homes her clients had purchased. IV MINUTES A. Regular Meeting held October 10, 2007. councilmember Woodward noted a correction on page 2, line 6. Prince should be price. staff recorded the correction. MOTION COMMISSIONER BRADSHAW MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE RECULAR MEETINC OF THE ENCLEWOOD HOUSINC AUTHORITY BOARD OF COMMISSIONERS HELD OCTOBER 10, 2007. COMMISSIONER HARA SECONDED THE MOTION. Ayes: Hara, Arterburn, carter, Bradshaw Nays: None Abstained: Thompson Absent: None The Chair declared the motion carried. V. DIRECTOR'S REPOR T A. Narrative Dawn Shepherd reported she had contacted a manager at Walmart regarding CFB light bulbs. He was leaving on his honeymoon and promised revisit the request on his return . 4 • • • EHA BOC Regular Meeting 10-10-07 Interviews are ongoing for the open property manager position. B. Financial Reports Staff was unable to retrieve the email sent to the Division of Housing regarding section 8 therefore there is no way to refute the late submission and subsequent financial penalty. Future correspondence will also be faxed to ensure a hard copy backup. c. Program Reports commissioner Bradshaw commented favorably nn the increase in occupancy at The Normandy. vacant units are being rehabbed. There was one eviction at orchard Place. VI. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS INFORMATION ACENDA A. Resolution 16 Adopting the 2008 Agency Plan MOTION COMMISSIONER BRADSHAW MOVED TO APPROVE RESOLUTION 16 APPROVINC THE 2008 ACENCY PLAN. COMMISSIONER ARTERBURN SECONDED THE MOTION. THE MOTION PASSED. Ayes: Thompson, Hara, Arterburn, Bradshaw, carter Nays: None Abstained: None Absent: None The Chair declared the motion carried . 5 ' • • • EHA BOC Regular Meeting 10-10-07 B. Resolution 17, Approving the Disposal of outdated Non- working Equipment. MOTION COMMISSIONER BRADSHAW MOVED TO APPROVE RESOLUTION 17 APPROVINC THE DISPOSAL OF OUTDATE, NON WORKINC EQUIPMENT. COMMISSIONER HARA SECONDED THE MOTION. THE MOTION PASSED. Ayes: Thompson, Hara, Arterburn, Bradshaw, carter Nays: None Abstained: None Absent: None The Chair declared the motion carried. VII. INFORMATION ACENDA There was a short discussion of the Resident satisfaction survey that HUD is unable to complete. staff attended Englewood Days and the community Resource Festival at Buck Recreation center. VIII. CENERAL DISCUSSION A. commissioner's Choice commissioner Hara suggested applying to the Division of Housing for grant funds for the important design features currently not included in the construction budget. The grant funds could be returned if the contingency fund was available for those items. The application would be submitted to Antoinette Estrada at DOH. EHA will need to demonstrate local match. Chair Thompson asked staff to begin the application procedure as a back up plan in the event the contingency fund is utilized for other items. It is not 6 • • • EHA BOC Regular Meeting 10-10-07 necessary to specify the items it dollars would be used for. Application approval could take 4-6 months. DOH staff would review the application, then the Board and then the Attorney General. The grant funds would be equity for EHA. Mr. Burgwyn will be informed of our back up plan. Mr. Burgwyn will be out of the county for three weeks. EHA will delay ground breaking ceremony for his return. commissioner Bradshaw suggested utilizing a local Girl scout troop for a portion of the landscaping project. commissioner carter offered his congratulations on the increased leasing rates at the Normandy. commissioner Arterburn requested an Executive session during the November meeting for the Executive Director's annual review. Chair Thompson will not be able to attend the November meeting . Fall Fling is November 3rd • B. Director's Cho ice Dawn Shepherd requested to flex her hours so that she can read to school children at Bishop Elementary for one hour on Thursday mornings. The Board was in favor. c. council ·communication councilmember Woodward may have to leave future meetings prior to adjournment to attend a Cultural Arts meeting. councilmember Woodward provided copies of the City of Englewood budget which was approved on first reading. The loss of Mayor Wolosyn and the resulting medical bills were discussed. councilmember Woodward will keep Board Members informed of requests for donations. There will be a piece of art dedicated to Mayor wolosyn by the City center fountain. The upcoming election of city council members was ·discussed . 7 • • • EHA BOC Regular Meeting I 0-10-07 X. ADJOURNMENT Chair Thompson adjourned the meeting at 5:55pm. 8 Dawn Sheperd,Executive Director Englewood Housing Authority Board of commissioners