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HomeMy WebLinkAbout2009-02-26 EHA MINUTES• I. II. • III • CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting February 26, 2009 Th e Regular Meeting of the Englewood Housing Authority Board of Commission ers was ca ll ed to order at 4:03 p.m. on Thursday, February 26, 2009 at 346 0 South Sh em1a n Str ee t, Suite 203, Englewood , Colorado, 80113 , by Chair, Ernie Arterburn. ROLL CALL M embers Present: Members Absent: Also Present: 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 Deb Bradford, Sonne Consulting UNSCHEDULED VISITOR Dawn Shepherd introduced Deb Bradford to the board members. Deb Bradford is employ ed by Sonne Consulting as the fee accountant for Englewood Housing Authority. She works clos ely with Geula Sherman, Financial Services Manager, who is absent due to illn es s'. Ms. Bradford noted the financial reports are incomplete and are therefore not available for distribution today. Geula Sherman's illness, Deb Bradford's difficulty scheduling time at EHA due to competing demands on her time and the need for further instruction from Marco Estebanes, Y ARDI consultant, are all contributing factors. Ms . Bradford stated that EHA's financial situation is good; she always verifies cash and investment accounts and th e difficulties they have experienced are not due to a financial concern . The difficulties staff and consultants are experiencing are due to the conversion from very simple software to a complex and sophisticated software, the need for additional position-specific training and the long and complicated data verification process. Ms. Bradford characterized the software as very good noting that it involved a huge learning curve for all users . She stated she believed the financials would be ready by the close of the subsequent week. The remaining issues to be resolved are found in the tenant/landlord ledgers. Any additional training can be done in house by Marco Estebanes who is scheduled to be in EHA's office the next week. • IV. MINUTES • • A. Regular Meeting held January 7, 2009. MOTION COMMISSIONER BRADSHAW MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD JANUARY 7, 2009. COMMISSIONER HARA SECONDED THE MOTION. Ayes: Nays: Abstained: Absent : Arterburn, Hara, Bradshaw, Haynes, Carter None None None The Chair declared the motion carried . 8. Annual Meeting held January 7, 2009. MOTION COMMISSIONER HARA MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE ANNUAL MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS .HELD JANUARY 7, 2009. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained : Absent: Arterburn, Hara, Bradshaw, Haynes, Carter None None None The Chair declared the motion carried . V. DIRECTOR'S REPORT A. Narrative The installation of the sunshades on The Terraces was noted . Mayor Woodward report ed that the City Council formed a favorable opinion of The Terraces during their visit in earl y January. Board members noted the property is affordable rather than low income. Sixty percent of the units at The Terraces are leased . 2 • • • Commissioner Hara observed Sorbonne-Oxley should be Sarbanes-Oxley. Staff noted th e correction. Commissioner Carter commended staff for achieving 96% on the REAC inspection of public housing. Dawn Shepherd noted that the cooperation of the residents contributed to making the high score possible . Dawn Shepherd reported that although the cost of the proposed work to clear the vertical plumbing lines at The Normandy was not budgeted, it is an immediate need. A similar process at Orchard Place resulted in a noticeable decrease in plumbing related work orders . Staffs chief concern is preserving the integrity of the pipes so the pressure will not cause leaking or disintegration. The possibility of EHA assuming the role of property manager of The Terraces sometime in the future was discussed. Dawn Shepherd reported that future staff training was planned. Commissioner Haynes clarified that all bidders for the property condition report for Simon Center responded to the same scope as the company who was awarded the bid. Dawn Shepherd reported that EHA had received $203,304 Capital Funding from the American Recovery and Reinvestment Act (ARRA)of 2009 . One of the requirements of the funding is that the housing authority must submit a physical needs assessment. The contractor perfom1ing the property condition report for Simon Center estimated a price of $4,700 to complete a needs assessment for public housing. The cost of the public housing needs assessment exceeds the property condition report on Simon Center because Orchard Place may require a structural engineer and public housing also includes 5 duplexes. Mayor Woodward discussed energy savings and the usefulness of the Governor's Energy Office. Dawn Shepherd reported that Amory Host of Peak Solar had been given complete records of the buildings' energy use and his report should be available at the April meeting. Mayor Woodward suggested checking the Energy Office website often to search for available grants. Dawn Shepherd discussed the recent training sponsored by The Nelrod Company she , Chris Holle and Grant Burnham attended . Nelrod provided a comprehensive resource library on DVD in addition to wonderful sessions. A lengthy check list for Admission and continued Occupancy Plans as well as Administrative Plans was included. Grant Burnham attended training that prepared him to do the annual unit inspections required by HUD. Chris Holle and Dawn Shepherd both attended Capital Fund training in preparation for the ARRA funds .. B. Financial Reports 3 • VI. • • C. Program Re 0 'lrts Section 8 program reports were distributed. Occupancy reports regarding the Terraces will not be included in the normal report distribution as EHA is not involved with the management or leasing of The Terraces. They were included as an item of interest in the February packet. Commissioner Haynes clarified that the number of Section 8 voucher holders is not included on the Occupancy Report. Current Y ARDI reports do not provide that information. Historically, seven or eight voucher holders have resided in The Normandy. Commissioner Haynes also clarified that the work orders generated by the duplex residents are reported under the Orchard Place column. Y ARDI software reports include all public housing in accordance with the HUD directive that our buildings be treated as one AMP per the new Asset Management Program. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Resolution 2 Approving Amendments to the Admissions and Continued Occupancy Policy Dawn Shepherd noted these amendments responded to HUD's Section 504 and Fair Housing concerns. Additional updates will be presented at subsequent board meetings . Commissioner Haynes noted that the second paragraph of Resolution 2 should say Admission and Continued Occupancy Policy. Staff noted the correction. MOTION COMMISSIONER HARA MOVED TO APPROVE RESOLUTION 2 APPROVING AMENDMENTS TO THE ADMISSIONS AND CONTINUED OCCUPANCY POLICY. COMMISSIONER BRADSHAW SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Arterburn, Hara, Bradshaw, Haynes, Carter None None None The Chair declared the motion carried. B. Resolution 3 Submission Of HUD Form 52648, SEMAP Management Assessment Certification 4 • • • The reports were not distributed per Ms. Bradford's remarks made immediately following roll call. • • • Dawn Shepherd noted the hard work and efforts by Delicia Olguin to achieve high perfom1er status . The recent software conversion affected the process and the de-concentration bonus required utili zation of the 1990 census and many manual calculations. MOTION COMMISSIONER BRADSHAW MOVED TO APPROVE RESOLUTION 3 APPROVING SUBMISSION OF HUD FORM 52648, SEMAP MANAGEMENT ASSESSMENT CERTIFICATION. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Arterburn, Hara, Bradshaw, Haynes, Carter None None None The Chair declared the motion carried . C. Resolution 4 Submission Of HUD Form 50072, PHAS Certification MOTION COMMISSIONER HAYNES MOVED TO APPROVE RESOLUTION 4 APPROVING SUBMISSION OF HUD FORM 50072, PHAS CERTIFICATION. COMMISSIONER HARA SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Arterburn, Hara, Bradshaw, Haynes, Carter None None None The Chair declared the motion carried. MOTION COMMISSIONER HARA MOVED TO AUTHORIZE STAFF TO OBTAIN BIDS FOR A PROPERTY CONDITION REPORT ON ORCHARD PLACE AND THE DUPLEXES AND AW ARD A CONTRACT FOR AN AMOUNT NOT TO EXCEED $5,000. COMMISSIONER BRADSHAW SECONDED THE MOTION . 5 • • • Ayes: Nays: Abstained : Absent: Arterburn, Hara, Bradshaw , Haynes, Carter None None None The Chair declared the motion carried . Mayor Woodward remarked that the sprinkler system at Orchard Place could be upgraded . A discussion of cost, difficulties such as the unintended flooding of units and such followed . Dawn Shepherd reported on her discussions with our insurance carrier regarding the installation of carbon monoxide detectors . Chair Arterburn recomm ended careful consideration of projects utilizing ARRA funds. Commissioner Bradshaw suggested the installation of a solar system at Orchard Place. VII. INFORMATION AGENDA VIII. Board members examined the awards Marty Mosman, Family Se lf Sufficiency Coordinator, received from Arapahoe County for all of her volunteer hours and her encouragement of volunteer hours from her clients. Another of Ms . Mosman 's Family Self Sufficiency clients will become a home owner on March 6t 11 • The letter from the Colorado Division of Housing was reviewed . The transfer of funds, the number of assisted units and the deed/use restriction was discuss ed . Commissioner Bradshaw congratulated staff for their sponsorship of the food and toy drive for the Salvation Army. GENERAL DISCUSSION A. Commissioner's Choice Commissioner Carter asked the other board members if they knew why the Englewood Beauty College had closed. Many residents were customers. Commissioner Bradshaw suggested contacting ACTS. B. Director's Choice Dawn Shepherd discussed bankruptcy laws as they relate to our residents , possible outcomes and the disruptive effect on other residents .. The ongoing case in which EHA is involved is unique and case law is unsettled. Board members are in agreement to continue the case . 6 • • • Dawn Shepherd informed the Board that Jan Andrus , former dir ector of the Littleton Meals on Wheels and friend, passed away February 20 1h . C. Council Communication Mayor Woodward updated the board members on the financial status of the City , the citizen of the year and the April staff retreat. Mayor Woodward informed board members that a recall petition was filed regarding 6 of the 7 city council members . The board members discussed the petition and the recall process. IX. ADJOURNMENT Commissioner Hara moved that the meeting be adjourned. Commissioner Haynes second ed the motion. The Chair declared the meeting adjourned. Ernie Merbum, Chair Englewood Housing Authority Board of Commissioners 7 Dawn Shepherd, Exec tive Director Englewood Housing Authority Board of Commissioners