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HomeMy WebLinkAbout2009-06-03 EHA MINUTES. . .. • • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting June 3, 2009 The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 4 :00 p.m. on Wednesday, June 3, 2009 at 3460 South Sherman Street, Suite 203, Englewood, Colorado, 80113, by Vice Chair, Rodger Hara. II. ROLL CALL Members Present: Members Absent: Also Present: III. MINUTES Rodger Hara, Vice Chair Charles Carter, Commissioner Jennifer Haynes, Commissioner James Woodward, Mayor Ernie Arterburn, Chair EXCUSED Beverly Bradshaw, Commissioner EXCUSED Dawn Shepherd, Executive Director Renee Tullius, Administrative Manager Geula Sherman, Financial Services Manager A. Regular Meeting held May 13, 2009. MOTION COMMISSIONER HAYNES MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD MAY 13, 2009. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained : Absent: Hara, Haynes, Carter None None Arterburn, Bradshaw The Vice Chair declared the motion carried . • • • IV. DIRECTOR'S REPORT A. Narrative Dawn Shepherd reported that staff members of Main Street Power had been on site. Their usual installer is unable to install the solar panels on Orchard Place and Simon Center due to the height of the buildings and size of the roof but an alternate company has been located. They are optimistic regarding the outcome. Main Street Power had not yet submitted the application to Xcel ; they needed to locate the installation company prior to submission. Commissioner Haynes inquired about the Maintenance Technician released from employment and the new hire . The Summer Celebration on the rooftop deck at The Normandy was well attended by residents and the weather was clear if cool. Commissioner Carter stated he believed having the annual July cook outs at Orchard Place and Simon Center catered would be better than expending staff time for days on those events. Dawn Shepherd explained that in addition to the preparation of th e food and the cooking and serving; the shopping and storage of that amount of food was problematic. Th e caterer that provided refreshments at the Ground Breaking of Th e Terrac es is available and provided a bid that is within $80 of the cost oflast years' cookouts if you consider staff time. The Board agreed that a caterer should be hired. Commissioner Carter pointed out that having the event catered freed staff to mix with and assist the residents . Dawn Shepherd responded to Vice Chair Hara 's inquiry regarding the author, Mike Befeler. Mr. Befeler, a Colorado author, will be speaking at the roundtable meetings at the buildings on June 16 1h. His books are murder mysteries set in retirement homes . He will begin his presentation at approximately 2:00 pm at Orchard Place and 3: 1 Opm at Simon Center. His presentations last year were well received . Mayor Woodward inquired about The Terraces. The lease up is going we ll; 95 % of the units are leased . The property manager has offered concessions. We have not seen an increase in applications for the Normandy from applicants to The Terraces. A wonderfully renovated tax credit building several blocks east on Hampden has reduced rental rates and competes strongly with the Normandy. B. Financial Reports There were no questions or discussion 2 .. • • • C. Program Reports There were no questions or discussion. VI. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Resolution 9 Adopting Englewood Housing Authority Approved Practices for Use of the Internet The fiscal audit this year included a new and significant section on computers. One of the questions concerned an Internet policy. The auditors assisted staff in locating a simple and direct policy they felt was sufficient for EHA and met the guidelines for the audit. Vice Chair Hara noted it required a signed acknowledgement. Dawn Shepherd explained the policy would be part of the employee hand book and that staff is reg uired to sign an acknowledgement regarding the handbook. Current staff will be asked to sign an acknowledgement when the handbook is amended by including the policy . MOTION COMMISSIONER CARTER MOVED TO APPROVE RESOLUTION 9 ADOPTING ENGLEWOOD HOUSING AUTHORITY APPROVED PRACTICES FOR USE OF THE INTERNET. COMMISSIONER HAYNES SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Haynes, Carter, Hara None None Arterburn, Bradshaw The ViceChair declared the motion carried. B. Resolution 10 Adopting Englewood Housing Authority Motor Vehicle Records Review Policy MOTION 3 -.. • • • COMMISSIONER HAYNES MOVED TO APPROVE RESOLUTION 10 ADOPTING ENGLEWOOD HOUSING AUTHORITY MOTOR VEHICLE RECORDS REVIEW POLICY. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Hara, Haynes, Carter, None None Arterburn, Bradshaw The Vice Chair declared the motion carried. C. Resolution 11 Approving the Transfer of Funds from Simon Center to the Management Fund MOTION COMMISSIONER HAYNES MOVED TO APPROVE RESOLUTION 11 APPROVING THE TRANSFER OF FUNDS FROM SIMON CENTER TO THE MANAGEMENT FUND. COMMISSIONER CARTER SECONDED THE MOTION . Ayes: Nays: Abstained: Absent: Hara, Haynes, Carter, None None Arterburn, Bradshaw The Vice Chair declared the motion carried. VII. INFORMATION AGENDA The analysis of the physical needs assessment at Simon Center is a summary prioritized by need. The elevators are the most immediate need along with roofrepairs. Research in companies performing the type of work needed is ongoing. The funds are available to make the repairs. Mayor Woodward suggested installing a new roof, which is called for in in the needs assessment in 3 to 5 years, prior to installing solar panels. Commissioner Carter suggested investigating the effect of solar installation on roof warranties. Dawn Shepherd noted that solar panel installation should not penetrate the roof. Vice Chair Hara suggested obtaining the report done by the roofing company for the physical needs assessment and discussing the effect of roof repairs disrupting the electrical production to Xcel with Amory Host, Main Street Power. Dawn Shepherd noted a company that did not install roofs but did inspect and 4 • • • assess roofs, wrote requests for proposals for needed work and acted as the owners representative during construction . The letter regarding Operating Subsidy was "good news" as it reports an increase. The FSS report notes that funds for first time homebuyers are on hold and it is frustrating for all who are involved in the process. VIII. GENERAL DISCUSSION A. Commissioner's Choice Nothing was discussed B. Director's Choice Dawn Shepherd discussed the status of her research into the application process for senior designation which included talking to other housing authorities and reading their applications. Based on these conversations and research she suggested having a consultant with the expertise, focus and experience to be successful. The consultant would also insure that the 5 year plan , the ACOP and theAdrninistrative Plan were consistent with the application. The Board concurred. Dawn Shepherd noted that as part of her res earch she requested a meeting with Ann Roman to discuss the application process. Ann Roman and many of her staff met with her, however, their involvement was only with the renewal of approved applications. Applications are approved in Washington, DC. Vice Chair Hara commented that the application should be cognizant of local advocacy groups, their existence, and possible objections. A designation would not affect current resid ents . Mayor Woodward informed the Board that 23 % of Englewood residents are seniors . Vice Chair Hara questioned if a resident elected to move because of the new designation would it trigger the Relocation Act provisions? Staff will research . B. Council Communication Jim Woodward reported that the City of Engl ewood would select new members to the Boards and Commissions on June 81h. An individual had applied as an alternate to the EHA Board 5 • • • IX. but was placed on another Board. The next board appointments will take place in January 2010. ADJOURNMENT The Vice Chair declared the meeting adjourned at 5:05pm. ce hair ~~ Dawn Shepherd,ExecuveDirec Englewood H ing Authority Englewood Housing Authority Board of Commissioners Board of Commissioners 6