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Home My WebLink About2009-01-07 EHA MINUTES• • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting January 7, 2009 The Regular Meeting of the Englewood Housing Authority Board of Commissione rs w as called to order at 4:45 p.m. on Wednesday, January 7, 2009 at 3460 South Sherman Stree t, 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 Jennifer Haynes, Commissioner James Woodward, Mayor None Dawn Shepherd, Executive Director Renee Tullius, Administrative Manager Geula Sherman, Financial Manager Randy Penn, Englewood City Councilman A. Regular Meeting held December 3, 2008. MOTION COMMISSIONER HARA MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD DECEMBER 3, 2008. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Arterburn, Hara, Bradshaw, Haynes, Carter None None None The Chair declared the motion carried. • • • IV . DIRECTOR'S REPORT A. Narrative Dawn Shepherd reported on the status of the Simon Center tenant in bankruptcy. She a lso informed the Board that HUD postponed the Section 504 monitoring scheduled for Janu a ry 5th . HUD has not yet resch eduled the monitoring. Dawn Shepherd discussed the efforts made by the property manger, Amanda Houser, to fill vacancies in both the high ris e buildings and the duplexes . She processed and eliminated 16 applications prior to identifying an applicant family of the appropriate si z e for the four bedroom unit whose credit history and background check met our standards. The back up generators used during the power outage ran the elevators , the entry doors and light the common areas in Simon Center and Orchard Place. Dawn Shepherd described the Holiday brunches held at Simon Center and Orchard Pl ace. Staff did not find a solution th at would allow residents to install outdoor holiday lightin g on the balconies this year. B. Financial Reports Geula Sherman's noted the funds transferred from Simon Center reserves to The Normandy. These funds were returned to the Colorado Division of Housing (DOH). Dawn Shepherd reported that the State did not have a mechanism for the return of funds and was searching for a way to keep the funds in affordable housing . DOH proposed including the funds in the HOME grant to The Terraces and increasing the number of HOME units in The Terraces on Pennsylvania. Henry Burgwyn agreed to that proposal. Vice Chair Hara noted the impact on basis and suggested proposing that DOH return the funds to ERA for use as a below market rate loan to the affordable housing rehab project on the comer of Clarkson and Highway 285. That would not impact basis on The Terrac es; it would reduce the interest rate on the debt of the rehab project and provide ERA with a small interest income. Dawn Shepherd will contact the principal in that project to determine their interest and present the proposal with Vice Chair Hara at a meeting with DOH. C. Program Reports Dawn Shepherd noted that the number of work orders for public housing would increase significantly over the upcoming months reflecting our preparations for the REAC inspection on February 2, 2009 . The Administrative Manager explained that the customary programs reports on the voucher programs were not available in the Y ARDI software at this time. The information forming the basis of the reports could not be transferred from 2 • V. • • HAPPY, the software utilized prior to Y ARDI. Staff has been unable to access EHA historical data thru the HAPPY software . Although EHA owns and stores the data, EHA must access the HAPPY software to retrieve it. EHA leased the software rather than purchasing it and EHA staff needs access to its data for another year. The Board concurred that access to the data was necessary and directed staff to renew the lease for another year. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Resolution 1 Approving Englewood Housing Authority Public Housing Operating Fund Budget for Fiscal Year Ending December 31, 2009 HUD-52723 Geula Sherman explained that this information had already been transmitted to HUD but required Board review and approval. Once signed, the resolution would be transmitted to HUD and the 2009 Operating Subsidy submission would be complete. MOTION COMMISSIONER BRADSHAW MOVED TO APPROVE RESOLUTION 1 APPROVING THE ENGLEWOOD HOUSING AUTHORITY PUBLIC HOUSING OPERATING FUND BUDGET FOR FISCAL YEAR ENDING DECEMBER 31, 2009 COMMISSIONER CARTER SECONDED THE MOTION . Ayes: Nays: Abstained: Absent: Arterburn, Hara, Bradshaw , Haynes, Carter None None None The Chair declared the motion carried. B. Proposal from Dominion Due Diligence Re: Simon Center Commissioner Bradshaw inquired into the extent and thoroughness of the property condition review proposed and suggested obtaining two additional bids . Commissioner Hara can provide a sample Request For Proposal to staff. MOTION COMMISSIONER BRADSHAW MOVED TO AUTHORIZE STAFF TO SOLi CT TWO ADDITIONAL BIDS FOR A PROPERTY CONDITION REPORT ON SIMON CENTER AND AW ARD A BID FOR AN AMOUNT NOT TO EXCEED $3400. COMMISSIONER HAYNES SECONDED THE MOTION . 3 • • • VI. Ayes: Nays: Abstained: Absent: Arterburn, Hara, Bradshaw, Haynes, Carter None None None The Chair declared the motion carried. C. Code of Professional Ethics MOTION COMMISSIONER BRADSHAW MOVED TO APPROVE AND ADOPT THE FINAL DRAFT OF THE CODE OF PROFESSIONAL ETHICS. COMMISSIONER HARA SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Arterburn, Hara, Bradshaw, Haynes, Carter None None None The Chair declared the motion carried . The Commissioners each signed a code of Professional Ethics. Geula Sherman will notarize them. INFORMATION AGENDA Commissioner Bradshaw clarified that the average salary of the FSS participants is $13 .36 per hour. VII. GENERAL DISCUSSION A. Commissioner's Choice Commissioner Bradshaw informed the other board members of her new work schedule . The board members agreed to change the meeting dates in February and May. The February meeting will be held on Thursday February 26 1 h and the May meeting will be held May 13 1 '\ the second Wednesday of the month rather than the first,. The board directed staff to confirm the dates by email to the Board Members and to the City of Englewood. Commissioner Hara suggested obtaining a dedication plaque for The Terraces. The developer, the architect, the date of completion etc would be included . 4 • • • Commissioner Bradshaw complimented staff on handling the residents' complaints to HUD regarding the holiday lights. B. Director's Choice Dawn Shepherd informed the board that EHA staff was scheduled to meet with the auditors on Monday January 12 1h and that weekly meetings are being held to prepare for the upcoming REAC inspection. Dawn Shepherd gave the board members examples of the types of items included on an inspectors list. Orchard Place and the duplexes are inspected every other year. Residents are notified a month prior to the upcoming inspection. The units to be inspected are chosen at random by the inspector the day of the inspection. Prior to the day of the REAC inspection, staff does inspect all units. The maintenance staff repairs any items noted. Staff the re-inspects the units. It is possible that a resident could be inconvenienced 4 times in a month. Commissioner Carter commented that the preparation for REAC was harder this year due to residents' resentment over the inconvenience of the pest control spraying schedule. Commissioner Carter suggested announcing the date of the last spraying at roundtables . C. Council Communication Mayor Woodward updated the board members on new businesses, the status of the move of the cell phone tower, the sale of200 West Belleview and the positive balance of the City's finances. VII. ADJOURNMENT Commissioner Bradshaw moved that the meeting be adjourned at 6: 10 pm. Commissioner Haynes seconded the motion. The Chair declared the meeting adjourned. Ernie erburn, Chair Englewood Housing Authority Board of Commissioners ~p~ 5 Englewood Housing Authority Board of Commissioners