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HomeMy WebLinkAbout2008-02-27 EHA MINUTES• • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting February 27, 2008 The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 3:30 p.m. on Wednesday, February 27, 2008 at 3460 South Sherman Street, Suite 203, Englewood, Colorado, 80113, by Chair, Ernie Arterburn. II. ROLL CALL Members Present: Members Absent: Also Present: III. MINUTES Ernie Arterburn, Chair Rodger Hara, Vice Chair Shelley Thompson, Commissioner Beverly Bradshaw, Commissioner Charles Carter, Commissioner James Woodward, Mayor C.J. Cullinan, Alternate None Dawn Shepherd, Executive Director Geula Sherman, Financial Services Manager Renee Tullius, Administrative Manager A. Regular Meeting held January 2, 2008. MOTION COMMISSIONER HARA MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD JANUARY 2, 2008. COMMISSIONER BRADSHAW SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Bradshaw, Arterburn, Hara, Carter, Thompson None None None • • • EHA BOC Regular Meeting 1-2-2008 The Chair declared the motion carried . B. Annual Meeting held January 2, 2008. Commissioner Hara noted the absence of a paragraph on the top of page two. Staff noted the correction. MOTION COMMISSIONER BRADSHAW MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD JANUARY 2, 2008. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Thompson, Bradshaw, Hara, Arterburn, Carter None None None The Chair declared the motion carried. IV . PRESCHEDULED VISITORS There were no prescheduled visitors. V. DIRECTOR'S REPORT A. Narrative Dawn Shepherd brought the Board up to date on the construction progress at The Terraces . The last piece of the walls and the column footings had been poured. Plans to use the Normandy parking lot for scaffolding were being negotiated. It was necessary to reroute a storm sewer causing an 8 day delay. The expected completion date is now December 2, 2008. The cost of the solar system Henry Burgwyn investigated is $700,000. CHFA will not issue additional tax credits for a solar system. The Terraces could not anticipate recouping the expense through energy saving "in our lifetime". Federal tax credits are not available. EHA has not yet received the grant contract from the Division of Housing which will provide the funds for the drains, the metal siding and the sunshades and reimburse the use tax . 2 • • • EHA BOC Regular Meeting 1-2-2008 Dawn Shepherd discussed the scheduled CHF A Management Review and EHA efforts to comply with the new Limited English Proficiency and Language Assistance Plan requirements. Commissioner Bradshaw noted that English as a Second Language classes were held at Maddox Elementary School and Spring International at Arapahoe Community College. Swanhorst & Company completed their two week audit of EHA 2007 financial records and programs on February 8th. Swanhorst & Company utilized six auditors, all of which were new to EHA. Preliminary results indicate a clean audit. B. Financial Reports Geula Sherman discussed the audit in further detail and the upcoming conversion to Y ARDI scheduled for April 151 • The financial reports with Y ARDI will be more consolidated. C. Program Reports Commissioner Bradshaw noted the increase in work orders at Simon Center. This is in response to residents getting ready for the CHFA review . VI. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Resolution 1, Series 2008, Approving Submission of HUD Form 52648, SEMAP Management Assessment Certification MOTION COMMISSIONER HARA MOVED TO APPROVE THE SUBMISSION OF HUD FORM 52648, SEMAP MANAGEMENT ASSESSMENT CERTIFICATION. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Thompson, Bradshaw, Hara, Arterburn, Carter None None None The Chair declared the motion carried . B. Sale of 2184 West Warren 3 • • • EHA BOC Regular Meeting 1-2-2008 Dawn Shepherd reported that Cornerstone Realty, listing agent, had recommended reducing the price shortly prior to receiving the offer. This offer was for the full, not the reduced, pnce. The realtor felt it was a good offer and recommended acceptance . MOTION COMMISSIONER BRADSHAW MOVED RESOLUTION 2 APPROVING THE SALE OF 2184 WEST WARREN STREET. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained: Absent : Thompson, Hara, Arterburn, Carter Bradshaw None None The Chair declared the motion carried. C. Normandy Security Expenditures There were no questions or discussion . D. Security Cameras at Simon Center Dawn Shepherd related that the security cameras at Simon Center were failing due to age and power surges . The cameras are very helpful in enhancing resident safety and substantiating allegations of behaviour in lease terminations . Staff proposes to install 25 cameras inside, 4 cameras outside, and 2 recorders with new power supply panels that will avoid bum out due to power surges. The maintenance agreement may be renewed if necessary. The negotiated cost with FreelineUSA, Inc is half of the amount budgeted. MOTION COMMISSIONER BRADSHAW MOVED A MOTION APPROVING THE INSTALLATION OF SECURITY CAMERAS AND RECORDERS AT SIMON CENTER. COMMISSIONER THOMPSON SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Thompson, Hara, Arterburn, Carter, Bradshaw None None None The Chair declared the motion carried . 4 • • • EHA BOC Regular Meeting 1-2-2008 E. Credit Card Policy At the suggestion of the auditors, staff is proposing EHA adopt a formal Credit Card Policy. Currently Geula Sherman promptly reviews the credit card bill, matching receipts with charges. Dawn Shepherd and Commissioner Carter both review and sign the bill. This Policy formalizes existing practices. MOTION COMMISSIONER HARA MOVED RESOLUTION 3, SERIES 2008, APPROVING THE ADOPTION OF THE EHA CREDIT CARD POLICY. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: F. Y ARDI Contract Thompson, Hara, Arterburn, Carter, Bradshaw None None None The Chair declared the motion carried. EHA's legal counsel reviewed the contract with Y ARDI and requested a few changes . Y ARDI agreed to the changes. Industry reports indicate that Y ARDI is top of the line software. EHA's first year expense will be $38,000. The subsequent annual expense will be $18,000. Y ARDI will host the website and has superior disaster recovery contingencies. Conversion is scheduled to begin April 151 • G. Low English Proficiency and Language Assistance Plan Dawn Shepherd explained that recent trainings all emphasize HUD's focus on the regulations requiring any organization receiving federal funds to be ready to assist individuals who are not proficient in English so that they may participate in federally funded programs. The City of Englewood Courts was very helpful in suggesting resources. Commissioner Hara suggested the Asian Pacific Development Center as an additional resource. MOTION COMMISSIONER BRADSHAW MOVED RESOLUTION 4, SERIES 2008, APPROVING THE ADOPTION OF THE EHA LOW ENGLISH PROFICIENCY PLAN AND LANGUAGE ASSISTANCE PLAN. COMMISSIONER HARA SECONDED THE MOTION. Ayes: Thompson, Hara, Arterburn, Carter, Bradshaw 5 • EHA BOC Regular Meeting 1-2-2008 Nays : Abstained : Absent: None None None The Chair declared the motion carried. VII. INFORMATION AGENDA Commissioner Bradshaw stated she was glad EHA had returned the demolition funds to Arapahoe County as requested . Dawn Shepherd noted that HUD will provide an additional $1000 for each new homeowner in the FSS Homeownership program. There was brief discussion of the Shaw emails regarding Xcel. Qwest cables remain on the utility pole and need to be relocated. The EHA property insurance premium has decreased 2.46% and coverage has expanded. Chair Arterburn expressed appreciation for the additional information included in the Board Packet. • VIII. GENERAL DISCUSSION • A. Commissioner's Choice Commissioner Bradshaw complemented staff for their kindness when responding to individuals seeking help. Commissioner Thompson noted that the RFP for development of Flood Middle School has been issued and that interviews for a new school superintendent were ongoing. A discussion of existing City housing stock 's impact on declining school enrollment followed. Commissioner Hara mentioned the process of evaluating the housing stock as precursor to grants for enhancing energy efficiency and enlarging homes . He also noted that DrCog offers a 7 week program in transit oriented development. Alternate Cullinan spoke highly of the Commissioners' Roundtable program sponsored by the Littleton Housing Authority which she had attended. Commissioner Bradshaw discussed the history of the bike path and requested time be allotted on the Agenda for the next meeting to view a DVD regarding it. Additionally, she thanked Councilmember Woodward for attending the second presentation to DOH . 6 • • • EHA BOC Regular Meeting 1-2-2008 B. Director's Choice Although EHA has not received any word from DOH concerning the approved grant funds, EHA did receive a congratulatory letter from Governor Ritter regarding the grant approval. C. Council Communication Councilmember Woodward stated the City of Englewood finished 2007 in a good fiscal position with higher reserves than 2006 . The sale of the London Motel was noted as was the separation of fire and police into separate divisions. X. ADJOURNMENT Commissioner Bradshaw moved to adjourn the meeting at 5 :00 p.m. Commissioner Carter seconded the Motion. Chair Arterburn adjourned the meeting . Englewood Housing Authority Board of Commissioners 7 Dawn Shepherd, Executi Director Englewood Housing Authority Board of Commissioners