Loading...
HomeMy WebLinkAbout2009-04-01 EHA MINUTES• • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting April 1, 2009 The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 4:03 p.m. on Wednesday, April 1, 2009 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 Charles Carter, Commissioner Jennifer Haynes , Commissioner James Woodward, Mayor Beverly Bradshaw, Commissioner EXCUSED Dawn Shepherd , Executive Director Renee Tullius , Administrative Manager Geula Sherman, Financial Services Manager Deb Bradford , Sonne Consulting A. Regular Meeting held February 26, 2009. MOTION " COMMISSIONER HA YNES MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD FEBRUARY 26, 2009. COMMISSIONER CARTER SECONDED THE MOTION. Ayes : Nays: Abstained: Absent: Arterburn, Hara, Haynes, Carter None None Bradshaw The Chair declared the motion carried . • • • IV . DIRECTOR'S REPORT A. Narrative Dawn Shepherd reported that EHA had just received notification that EHA and SHA achieved HIGH PERFORMER designation from the recent Section Eight Management Assessment Program (SEMAP)Review. The High Performer designation reflects many hours of detailed work made more difficult this year by the conversion to Y ARDI software . Dawn Shepherd announced the hiring of a new Maintenance Technician, Troy Brown. He was highly recommended and has 9 years prior experience. EHA received over 100 resumes and applications responding to the advertisement on Craig's List. Craig's List was utilized as other housing authorities and cities experienced a good response when advertising with them and the ads are placed at no charge. Ads had been run in the Denver Post in the past and found to be very expensive. The office building noise mitigation project was discussed. Mayor Woodward made several suggestions. Commissioner Haynes asked if staff had determined if thermostats could be installed in each apartment in Simon Center. Currently there is one thermostat controlling the . temperature for three units. Staff is not certain if the procedure being tested to install thermostats in all units in one zone will be ultimately be the most effective and efficient. The cost could be $3,000 per unit although it is possible there may be a cost reduction if all units are done at once. There are still many questions to be answered. Dawn Shepherd updated the commissioners on the status of the proposed solar project. EHA is awaiting a response from the owner of the solar company. Commissioner Carter commented that the entrance awnings looked great. They will make it much easier for visitors and cab drivers to find the building. B. Financial Reports The financial reports for December 2008 and the January 2009 were included in the board packet. The February report was distributed at the meeting. Geula Sherman stated there had been big hurdles to clear to close 2008 and to generate the January 2009 financial reports. Deb Bradford reported that software and data entry issues were resolved and the bank reconciliation went wonderfully. The February financials also went smoothly. March will close in several days and the audit will be finished shortly. The auditors are not universally familiar with Y ARDI but they understood the problems staff was experiencing . 2 • • • Geula Sherman stated the reports reflect the full income statement and she realizes it is a lot of documentation. She is working on shortening the format of the financial reports into a form that is easier to review . The summary should be available in several months. Deb Bradford noted that the December financial reports contain line items the Board may not have seen before due to year end journal entries for items such as depreciation expense. Year end journal entries are usually done after the financial reports have been distributed; this year is an exception. Mayor Woodward questioned the entries regarding depreciation and tax credits noting that EHA is a non taxable, non profit organization. Deb Bradford stated that the EHA depreciation entries are utilized to spread expense over a period of time rather than for tax purposes. The tax credit item is a receivable entry that Geula is researching. It is not a depreciable expense. Commissioner Carter asked the amount of legal expenditures so far in 2009. Geula Sherman noted that as EHA is billed quarterly we had not yet received the first 2009 invoice. The recent invoice Commissioner Carter reviewed covered the last quarter of 2008 and was posted to 2008. Chair Arterburn asked if staff anticipated incurring additional consulting fees noting that expenses exceeded budget. Geula Sherman stated her area anticipated a reduced need of the consultant. Dawn Shepherd reported that although she expected expenses to be dramatically reduced staff still required the consultant to assist with reports , letters and forms. Geula Sherman is scheduled to attend training in Crystal Reports which may enable her to customize documents and reports. Commissioner Carter clarified that much of the paperwork regarding resident recertification is generated by YARD I. C. Program Reports Work orders written for welfare checks indicate staff has been asked by family or friends to check on a resident who cannot be reached by phone, does not answer the door or who has not been seen for several days. Work orders included in the Unit category have to do with doors coming off the track, a problem with door knobs etc. Plumbing repairs in Orchard Place are made more difficult by the inability to turn off the water to a single unit. Commissioner Carter stated that jetting the plumbing lines had generally improved the plumbing issues in Orchard Place. There is interest in the apartments at The Normandy but leasing has been slow. The Terraces is approximately 70% leased. Mayor Woodward asked if there might be opportunities to obtain Neighbor Stabilization funds. Dawn Shepherd replied that opportunities existed for Community Development which Janet Grimmett was pursuing . 3 • V. • • DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Resolution 5 Regarding the Award of American Recovery Reinvestment Act Capital Grant Funds. Commissioner Haynes noted that roof top evaporative coolers were included in the discussion of the work items although were not listed as an item on the HUD form 5075.01 regarding the ARRA fund for 2009 . The 2009 EHA Agency Plan is being amended to include the ARRA funds. The rooftop evaporative coolers were part of the initial 2009 plan and will remain a work item in the amended 2009 Plan which will also include window replacement, remodel of the trash room, replacement of the existing patio door rollers and plans of a roof top solar system. Dawn Shepherd discussed the individual work items proposed to be accomplished with the ARRA funds, and the Public Hearing to be held to amend the PHA Agency Plan to include the additional funds. Public Hearings are usually attached to a regular board meeting but the date of the April meeting did not allow for the required 10 day notice. MOTION COMMISSIONER HA YNES MOVED TO APPROVE RESOLUTION 5 REGARDING THE AW ARD OF THE AMERICAN RECOVERY REINVESTMENT ACT CAPITAL GRANT. FUNDS. COMMISSIONER HARA SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Arterburn, Hara, Haynes, Carter None None Bradshaw The Chair declared the motion carried. 8. Resolution 6 Approving Changes to The Admissions and Occupancy Policy The Board members discussed the Resolution and reached the consensus that they wished Legal Counsel to provide further legal research regarding a senior designation for Orchard Place prior to proceeding . 4 • • • MOTION COMMISSIONER HARA MOVED TO TABLE RESOLUTION 6 UNTIL SUCH TIME AS LEGAL COUNSEL HAS PROVIDED RESEARCH AS TO HOW TO PROCEED. COMMISSIONER HAYNES SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Arterburn, Hara, Haynes, Carter None None Bradshaw The Chair declared the motion carried. C. Physical Condition Assessment Report Simon Center Dawn Shepherd explained that the report was received immediately prior to mailing out the board packets. It was quickly copied and included in the board packet. Subsequent review revealed items that needed to be corrected. A corrected report was provided by the consultant and was distributed at the meeting. The Board reached a consensus to delay discussion of the report until a later time to allow adequate time for review. Dawn Shepherd confirmed that Nelrod was the low bidder on the contract for the Needs Assessment for Orchard Place. MOTION COMMISSIONER HAYNES MOVED TO TABLE DISCUSSION OF THE SIMON CENTER PHYSICAL CONDITION REPORT. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Arterburn, Hara, Haynes, Carter None None Bradshaw The Chair declared the motion carried. D. Resolution 7 Amending the PHA Plan to Include ARRA Funds MOTION 5 • • • COMMISSIONER HARA MOVED TO APPROVE RESOLUTION 7 AMENDING THE CURRENT 2009 PHA ANNUAL PLAN TO INCLUDE THE ARRA CAPITAL FUND STIMULUS GRANT ANNUAL STATEMENT AND/OR FIVE YEAR ACTION PLAN. COMMISSIONER HA YNES SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Arterburn, Hara, Haynes, Carter None None Bradshaw The Chair declared the motion carried. VI. INFORMATION AGENDA VII. The Housing Authority Insurance Group is offering EHA staff, Commissioners and the Executive Director $5,000 free term insurance. The sign up sheet was passed around. Geula asked the commissions to each sign her notary book as she had notarized their Code of Professional Ethics after the January meeting . Chair Arterburn signed a letter of support of Commissioner Carter's reappointment. GENERAL DISCUSSION A. Commissioner's Choice The difficulty of changing the Board information in HUD's records was noted. B. Director's Choice Commissioner Bradshaw had asked Dawn Shepherd to inform the Board that on May 3rd the Big Dry Creek path would open by Wolfs Camera and there would be a 5K run/walk at 9:00 am. On April 11th there would be a chance install plantings. B. Council Communication No items were discussed . 6 • • • VIII. EXECUTIVE SESSION The Board went into Executive Session to discuss a personnel matter. IX. ADJOURNMENT Commissioner Hara moved that the meeting be adjourned. Commissioner Haynes seconded the motion. The Chair declared the meeting adjourned. Ernie kerbum, Chair Englewood Housing Authority Board of Commissioners 7 Dawn Shepherd, Executi e Director Englewood Housing Authority Board of Commissioners