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HomeMy WebLinkAbout2007-11-07 EHA MINUTES• • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting November 7, 2007 The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 3:30 p.m. on Wednesday, November 7, 2007 at 3460 South Sherman Street, Suite 203, Englewood, Colorado, 80113, by Vice Chair, Rodger Hara. II. ROLL CALL Members Present: Rodger Hara, Vice Chair Ernie Arterburn, Commissioner Beverly Bradshaw, Commissioner Charles Carter, Commissioner James Woodward, Ex Officio C.J. Cullinan, Alternate Members Absent: Shelley Thompson, Chair Also Present: Otis Odell, Odell Architects Dawn Shepherd, Executive Director Renee Tullius, Administrative Manager Chris Holle, Operations Manager Geula Sherman, Financial Services Manager Ill. PRESCHEDULED VISITORS Otis Odell described the long process of working with the other team members to arrive at the existing pricing and budget. Some of the items originally eliminated from the project are now included for example the drains in the laundry areas and the real cement stucco. Three exterior elements remain in question: the sunshades, the metal siding and the railings. The Board will be presented with samples of actual materials and colors when identified. Eliminating the sunshades saves $85,000. This functional element was planned for the Western and Southern exposures. They contribute to energy efficiency complimenting the double glazed low E glass of the windows. They shade the windows keeping out the intense summer sun. • • • EHA BOC Regular Meeting 11-07-07 Elimination of the 7,000 square feet of metal siding saves $115,000. The metal breaks up the mass of the building and introduces a current material. The current plan utilizes a 4 inch Hardi board lap siding in place of the metal. The remainder of the siding is 7 inch Hardi board. Otis likes the metal siding; it is low maintenance but also believes the building can be successful without it. The railings are still a painted metal but are a simpler design. Mr. Odell displayed a drawing of the future building. The colors shown are not necessarily those that will be used although he does recommend a contrasting color for the siding used to replace the metal. He does envision the stucco as an ochre color; it does have a joint pattern that will control cracking. He also envisions the main body 7 inch Hardi board siding as tan. The sills should be the same color throughout, perhaps a dark brown color. The 4 inch Hardi board should be a contrasting color. Any change to the design would have to be made in the next 60 days. The cap on the building will be metal flashing. A discussion of the sloping design feature took place. Otis Odell characterized the front terrace as a very important space. He recommended, if possible, spending $10,000 to $15,000 on a fireplace and canopy. It is important to be able to utilize this component; it would make a difference in the livability of the residences . Mr. Odell stated there may be a less expensive way to add sunshades. The current system specified is "off the shelf' and very expensive. If less than $85,000 were available, there might still be a way to add the sunshades. Signage will be in form of metal letters on the facade of the building and a monument sign on the corner. Otis Odell discussed the stepping design of the building allowing sunlight into the units and enlivening the space. The stairways are metal. Using metal siding but a smaller amount may be impractical as the job would be too small to interest a contractor. The metal currently specified is a metal batten system with an anodized finish. A different metal product and finish could be used but it might not be architectural and consistent with the other materials. The roof and terraces are designed to hold 100 year snow loads and drain. The building has a unique and different look fitting its location. It is an "announcement on the corner'' setting the tone for redevelopment in the area. Otis Odell suggests the Board set priorities should they obtain additional grant funding. His opinion is that the sunshades combine practical function while adding another design layer to the building. Dawn Shepherd stated that funding for the stucco should occupy first 2 • • • EHA BOC Regular Meeting 11-07-07 position. Although it is in the building plan, the necessary funding of $17,000 has not yet been secured. Should sunshades for one exposure only be funded, the sunshades on the west are the most important for energy conservation. Mr. Odell will accompany EHA staff to the Division of Housing hearing. Mr. Odell will get an estimate of the cost of an analysis and a projection/presentation regarding the energy costs savings the sunshades could produce. The sunshades could be a candidate for a HUD award. Mr. Odell also suggests using two-color paint on interior. He finds it makes a significant positive impact. Although his firm did produce revised drawings, they also retained the original drawings to preserve the original plan. Mr. Odell left at 4:50 p.m. IV MINUTES A. Regular Meeting held October 10, 2007. Commissioner Bradshaw noted a correction to page four, promised to revisit. Staff noted the correction. Vice Chair Hara noted several instances of extra spaces appearing in the document. Staff explained that although the spaces printed they were undetectable in the document while on the computer screen. Commissioner Bradshaw suggested a computer virus sometimes caused that effect. MOTION COMMISSIONER BRADSHAW MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD OCTOBER 10, 2007. COMMISSIONER HARA SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Hara, Arterburn, Carter, Bradshaw None None Thompson The Vice Chair declared the motion carried . 3 • • • EHA BOC Regular Meeting 11-07-07 V. DIRECTOR'S REPORT A. Narrative Chris Holle, Operations Manager, summarized EHA's efforts to eliminate bedbugs in the high rise buildings. EHA is utilizing a pest control professional with a very aggressive and through approach. Resident's personal belongings are packed and moved to the balcony. Furniture is turned upside down and sprayed. Switch plates are removed and the interior of the walls are sprayed. Carpets and baseboards are sprayed. Additionally the units are fogged. Residents must remain out of the units for 4 to 5 hours after treatment. Staff then assists the resident in returning the unit to its original order. All vacant units will be sprayed before renting to new residents. Council member Woodward suggested providing new residents with a notice of disclosure of pretreatment. Common areas will be sprayed at night. The give away table will be eliminated as it is a possible source of infection. In severe cases the resident is required to dispose of the infested furniture. Vice Chair Hara suggested investigating Providers Resource Clearing House as a source of low cost furnishings in those cases. They act as a broker for un-needed equipment. Commissioner Bradshaw suggested Encore Furnishings on Broadway . Dawn Shepherd noted that the cost to treat an occupied unit for bed bugs is $180, and $80 for a vacant unit. The cost to treat a unit for roaches is $150. The budget for pest control in the 2008 budget has been quadrupled. Dawn Shepherd announced that Cheri Gaul was selected as property manager. She will serve a 90 day trial period. She brings educational, administrative and service coordinator skills to the position. A second building attendant for Orchard Place was hired. EHA will soon be advertising to fill the last open maintenance position. B. Financial Reports Geula Sherman announced the receipt of the new copier. The financials continue to show the positive results of the budget revisions made earlier in the year. Commissioner Bradshaw appreciates the new, easy-to-read format. The value of the investment account has increased considerably. C. Program Reports 4 • • • EHA BOC Regular Meeting I l-07-07 Marketing efforts for The Normandy apartments include two online rental locator websites, the EHA website and signage in front of the building. Dawn Shepherd distributed pictures of the recently repaired roof-top deck at The Normandy. VI. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Resolution 18 Authorizing Grant Application to the Colorado Division of Housing This resolution is required as part of the application to the Division of Housing for grant funds. The initial phone vote was noted but an official resolution is required. The grant is to offset the cost of construction over runs, including the amount of the city use tax, to make available funds for stucco, sun shades and metal siding. Dawn Shepherd suggested that Otis Odell be compensated at his hourly rate for his planned appearance at the Division of Housing. The Board concurred. MOTION COMMISSIONER BRADSHAW MOVED TO APPROVE RESOLUTION 18 AUTHORIZING THE GRANT APPLICATION TO THE COLORADO DIVISION OF HOUSING. COMMISSIONER ARTERBURN SECONDED THE MOTION. THE MOTION PASSED. Ayes: Nays: Abstained: Absent: Hara, Arterburn, Bradshaw, Carter None None Thompson The Vice Chair declared the motion carried. B. Authorization to hire a consultant for a presentation to Colorado Division of Housing regarding the grant application. MOTION 5 • EHA BOC Regular Meeting 11-07 -07 COMMISSIONER ARTERBURN MOVED TO AUTHORIZE DAWN SHEPHERD TO HIRE A CONSULTANT RE PRESENTATION TO THE DOH AT A COST NOT TO EXCEED $3,000. COMMISSIONER CARTER SECONDED THE MOTION. THE MOTION PASSED. Ayes: Nays: Abstained: Absent: Hara, Arterburn, Bradshaw, Carter None None Thompson The Vice Chair declared the motion carried. C. Ground Breaking Ceremony A tent will be set up in front of the duplex across the street from the development site. Appetizers, desserts and beverages will be served. The ceremony complete with hard hats and gold shovels will take place on the development site on Friday 11/16/2007 at 2:00 p. m. VII. INFORMATION AGENDA • The Family Self Sufficiency program will have another homeowner before the end of the year, bringing the total to 7 in 2007. • The Sheridan Section 8 waiting list will open for applications on November 14th and 15th. VIII. GENERAL DISCUSSION A. Commissioner's Choice There were no comments. B. Director's Choice Dawn Shepherd distributed a recent salary survey of local housing authorities. Citing the additional transportation and health insurance costs staff faced and the fact that the 2007 merit pool still contained funds, she proposed a 2% employee retention adjustment to be effective the first pay period in December . 6 • • • EHA BOC Regular Meeting 11-07-07 MOTION COMMISSIONER ARTERBURN MOVED TO APPROVE A 2% EMPLOYEE RETENTION SALARY ADJUSTMENT TO BEGIN WITH THE FIRST PAYROLL IN DECEMBER 2007. COMMISSIONER CARTER SECONDED THE MOTION. THE MOTION PASSED. Ayes: Nays: Abstained: Absent: Hara, Arterburn, Bradshaw, Carter None None Thompson The Vice Chair declared the motion carried. C. Council Communication X. Council member Woodward can remain the Council liaison to the Englewood Housing Authority. Council member Woodward is pleased with the results of the election. ADJOURNMENT Commissioner Arterburn moved to adjourn the meeting. Commissioner Carter seconded the motion. The motion passed. Vice Chair Hara adjourned the meeting at 5:20 p.m. Dawn Shepherd, Exec ive Director Englewood Housing Authority Board of Commissioners 7