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Home My WebLink About2008-04-02 EHA MINUTES• • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting April 2, 2008 The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 3:30 p.m. on Wednesday, April 2, 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 Beverly Bradshaw, Commissioner Charles Carter, Commissioner James Woodward , Mayor C.J. Cullinan, Alternate Shelley Thompson, Commissioner Dawn Shepherd, Executive Director Geula Sherman, Financial Services Manager Renee Tullius , Administrative Manager A. Regular Meeting held February 2, 2008. Mayor Woodward discussed recent legislation regarding solar systems and private activity bond financing as they relate to The Terraces. Dawn Shepherd reported that the possible inclusion of a solar system at The Terraces was discussed in the weekly construction meeting. They reached the consensus that a solar system would not pay for itself in energy savings and would require expensive design changes. Although CHF A initially believed they would be able to offer additional tax credits for the solar system, they eventually concluded they could not. Commissioner Bradshaw asked for confirmation that the sunshades and the metal siding remained in the exterior design plan . ; • • • BHA BOC Regular Meeting 4-2-2008 MOTION COMMISSIONER BRADSHAW MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD FEBRUARY 27, 2008. COMMISSIONER CARTER SECONDED THE MOTION. Ayes : Nays: Abstained: Absent: Bradshaw, Arterburn, Hara, Carter, None None Thompson The Chair declared the motion carried. IV . DIRECTOR'S REPORT A. Narrative Dawn Shepherd described the interior color scheme for The Terraces to the Board. The exterior colors will be picked at the next weekly meeting. A sample color board should be available at the May Board meeting. Chair Arterburn noted the impact of the scaffolding to be placed next to the south side of the Normandy parking lot. The major pour of concrete at The Terraces is scheduled to coincide with the opening of the rooftop deck at the Normandy on April 18th. The deck rules were reviewed and approved by legal counsel and HAIG, EHA's insurance company. Commissioners Carter initiated a discussion of the electrical surges being experienced in the area that prompted .ERA to install backup batteries and surge protectors on the office equipment and the security system. He related his electrical appliances were also being impacted. Mayor Woodward suggested providing surge protection at the electric service panel. That should protect an entire building. EHA staff will consult with an electrician regarding that option. Commissioner Carter also asked how long it would be necessary to continue preventative pest control spraying. Staff needs to have some months of experience with the preventative spraying to be able to estimate that. The contract with Rid-A-Pest would be for a year and every unit would be sprayed every other month . Dawn Shepherd related that, unlike Rid-A- Pest, other pest control companies would not provide an estimate or they would not guarantee their work. Rid-A-Pest does guarantee their results. The price per unit per month is $34.00 . Commissioner Carter stated that the preventative spraying was necessary . 2 • • • ~HA BOC Regular Meeting 4-2-2008 V. The time frames involved were discussed. Commissioner Hara requested more information on the products used and any possible long term effects. At Chair Arterburn's request Dawn Shepherd updated the Board on the status of a possible eviction at Simon Center. B. Financial Reports Commissioner Bradshaw suggested EHA have a legal contingency account. Dawn Shepherd reported it would be in the 2009 budget. Geula Sherman discussed the process for the conversion to Y ARDI software. Dawn Shepherd discussed the need for an outside consultant. Marcos Estebanes would act as the single point of contact (SPOC) between EHA and Y ARDI. He is a Y ARDI consultant who worked for Y ARDI for 4 years and also assisted the Adams County Housing Authority with Y ARDI. His experience and input will be extremely valuable during the critical set up process. Although not planned in the budget for 2008, staff is recommending this as essential to the conversion. EHA's attorney is reviewing the contract. C. Program Reports Commissioner Bradshaw requested an update on the opening of the Section 8 waiting list. 200 applications had been submitted prior to the Board meeting. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Resolution 5, Series 2008, Approving Budget Amendment for Pest Control Expenditures Lease addendums and resident notices were discussed. Methods to prevent bed bugs from being brought into the buildings were evaluated. Once control is achieved the number of sprayings should decrease as well as the cost. By September, when staff plans the 2009 budget, EHA will have more information. Geula Sherman stated EHA would need to utilize reserves to cover the increased budget. MOTION COMMISSIONER HARA MOVED TO APPROVE RESOLUTION 5 AMENDING THE 2008 BUDGET. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Bradshaw, Hara, Arterburn, Carter None None Thompson 3 .. • • • !!HA BOC Regular Meeting 4-2-2008 The Chair declared the motion carried. B. Bike Path Video Presentation Board Members watched a video presentation regarding the Big Dry Creek Bike Path. C. Simon Center HAP Contract for 2008 Dawn Shepherd reported that the housing assistance payment increased from $657 to $675 per unit. D. Y ARDI Consultant Dawn Shepherd has checked references on Marcos Estebanes of Nims & Associates. Aurora Housing Authority also plans to use him as their consultant. No EHA staff member has 25% of their time available to devote solely to SPOC duties. Commissioner Bradshaw suggested legal counsel review the contract. Legal counsel is reviewing the contract. The Y ARDI estimate of 25% staff time dedicated to SPOC duties was confirmed by Adams County. MOTION COMMISSIONER BRADSHAW MOVED TO SUPPORT GOING FORWARD WITH THE ENGAGEMENT LETTER WITH NIMS & ASSOCIATES FOR Y ARDI CONSULTANT SERVICES SUBSEQUENT TO LEGAL APPROVAL. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Bradshaw, Hara, Arterburn, Carter None None Thompson The Chair declared the motion carried. VII. INFORMATION AGENDA Commissioner Hara inquired about the upcoming PRADA conference. VIII . GENERAL DISCUSSION 4 • • • · !:HA BOC Regular Meeting 4-2-2008 A. Commissioner's Choice Commissioner Hara discussed the seven week program at Citizens' Alliance Transit Academy sponsored by DrCog and RTD B. Director's Choice The EHA property manager tendered her resignation. Her last day will be May 23rd. Bob Madden, Maintenance Tech, had resigned the previous month. C. Council Communication Mayor Woodward discussed the sale of 11 acres of the McClellan parcel at County Line and Santa Fe to RTD for a light rail stop and parking structure. He also reported the possibility of a hotel being located in the Kent Place development. X. ADJOURNMENT Commissioner Hara moved to adjourn the meeting at 5 :30 p .m. Commissioner Carter seconded the Motion. Chair Arterburn declared the meeting adjourned. E~&~ Englewood Housing Authority Board of Commissioners 5 Dawn Shepherd, Exec ive Director Englewood Housing Authority Board of Commissioners