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HomeMy WebLinkAbout2009-07-01 EHA MINUTES• • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting July 1, 2009 The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 4:05 p.m. on Wednesday, July 1, 2009 at 3460 South Sherman Street, Suite 203, Englewood, Colorado , 80113, by Chair, Ernie Arterburn. II. ROLL CALL Members Present: Members Absent: Al so Present: III. MINUTES Ernie Arterburn, Chair Rodger Hara, Vice Chair Beverly Bradshaw, Commissioner Charles Carter, Commissioner James Woodward, Mayor Jennifer Haynes, Commissioner EXCUSED Dawn Shepherd, Executive Director Renee Tullius, Administrative Manager Geula Sherman, Financial Services Manager ~v~1 A. Regular Meeting held 1~ 1~ 2009. MOTION COMMISSIONER HARA MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD JUNE 3, 2009. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Hara, Carter None Arterburn, Bradshaw Haynes The Chair declared the motion carried . • • • IV. DIRECTOR'S REPORT A. Narrative Dawn Shepherd reported her research indicated that a resident's decision to move after and because of the designation of a building as senior would not trigger Relocation Act requirements. That fact will be confirmed with the consultant awarded the contract to prepare and submit the application. The racks to be used in the installation of the solar panels on the roof top of Simon Center and Orchard Place are untested due to the low frequency of demand for that product. Main Street Power remains optimistic they will locate an installer for that particular configuration and that their application to Xcel will be approved. EHA issued an RFQ for a roofing consultant who would work closely with Main Street Power to spec the roof most advantageous with a solar application. The consultant would understand the engineering of the roof; assist with the RFP and the selection of a contractor; monitor the installation and the adherence to the contract. EHA requested the consultants have experience with solar applications. The altercation between the residents at the Malley Center garage sale was written up and placed in each resident's file. No ticket was issued or formal charge made by the police Sixty residents at Orchard Place signed up for the B-B-Q lunch on July th and 53 residents signed up to attend the lunch at Simon Center on July 8 1 h. Formal entertainment is not planned . The determination by the IRS agent that the EHA was not required to pay federal unemployment tax was discussed. A copy of the IRS determination is included in the board packet. Mayor Woodward clarified that the policies delivered to EHA by the Housing Authority Insurance Group were EHA's insurance policies and not program policies. The story board on the history of EHA buildings, programs and staff, prepared by Marty Mossman for the NAHRO conference held in Snowmass in June, was displayed to the Board Members. The board members complimented Marty Mossman on the project. B. Financial Reports Vice Chair Hara indicated he was pleased with the report presentation . 2 • • VI. • Dawn Shepherd reported that Arapahoe County had completed and transmitted the environmental review required prior to receiving access to the ARRA funds. Dawn Shepherd thanked Vice Chair Hara for his participation in the process. Geula Sherman reported that HUD determined that EHA was eligible to apply for additional funds as EHA had increased the average number of vouchers leased. An application has been submitted. HUD reimbursed EHA for underpayments during the period January thru May 2009. HAP payments to EHA as well as earned administrative fees will increase. C. Program Reports The necessity to replace the heating system was discussed. The board remains in consensus that staff should contract to replace the boiler. This project is included in the approved budget. Six units remain to be leased in The Terraces on Pennsylvania. These units are on the east side of the building, lease for higher rents and are therefore more difficult to lease. Commissioner Carter complimented the maintenance staff on their promptness and friendly attitude. Dawn Shepherd indicated that EHA routinely calls 10% ofresidents with completed work orders to ask them if the maintenance work was completed and done to their satisfaction. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Senior Designation Proposal Dawn Shepherd reported on the RFP issued and the responses. The board discussed the proposal. The price proposed includes travel expenses. MOTION COMMISSIONER BRADSHAW MOVED TO APPROVE THE PROPOSAL FROM DL MORGAN AND ASSOCIATES FOR ELDERLY DESIGNATED HOUSING PLAN IN THE AMOUNT OF $5,900.00. COMMISSIONER HARA SECONDED THE MOTION. Ayes: Nays: Abstained: Arterburn, Bradshaw, Carter, Hara None None 3 • • • Absent: Haynes The Chair declared the motion carried. B. Approval and Adoption of the Revised Pay Classification Schedule for the Employee Handbook The ranges recommended by Nelrod Company are based on a broad range of authorities. The range of several classifications will increase. It will impact new hires and several staff at the top of their range. It does not negatively impact any staff member. The financial impact to EHA will be included in the budget revision presented in the fall. MOTION COMMISSIONER HARA MOVED TO APPROVE THE NEW SALARY RANGES CONTAINED IN THE REVISED PAY CLASSIFICATION SCHEDULE. COMMISSIONER BRADSHAW SECONDED THE MOTION. Ayes: Nays: Abstained : Absent: Arterburn , Hara , Bradshaw , Carter, None None Haynes The Chair declared the motion carried . C. Resolution 12 Authorizing the Executive Director to Execute Contracts Dawn Shepherd has been asked to provide a board resolution to certain parties during contract renewal processe s . Being able to provide a copy of this resolution will expedite the renewal process. MOTION COMMISSIONER CARTER MOVED TO APPROVE RESOLUTION 12 AUTHORIZING THE EXECUTIVE DIRECTOR TO EXECUTE CONTRACTS FOR EHA . COMMISSIONER ARTERBURN SECONDED THE MOTION. Ayes: Nays: Arterburn, Hara, Bradshaw , Carter None 4 . . • • • Abstained: Absent: None Haynes The Chair declared the motion carried. VII. INFORMATION AGENDA The Family Self Sufficiency report was noted. The coordinator has reported that another participant will soon complete the purchase of a home. VIII. GENERAL DISCUSSION A. Commissioner's Choice Chair Arterburn expressed his appreciation to Vice Chair Hara for conducting the June board meeting in his absence. B. Director's Choice Staff has been busy issuing Requests for Proposal for the upcoming projects and meeting with contractors. The fence installation and concrete replacement at the Fox Street duplex is complete. An ongoing legal issue regarding a current resident was noted. B. Council Communication Jim Woodward reported on the budget process and negotiations at the City of Englewood. He noted that a citizen survey will be conducted in the next several weeks . IX. ADJOURNMENT The Chair declared the meeting adjourned at 5:37 p.m. Ernie Art um, Chair Englewood Housing Authority Board of Commissioners ) s Dawn Shepherd , Exec ive Director Englewood Housing Authority Board of Commissioners