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HomeMy WebLinkAbout2009-09-02 EHA MINUTES• • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting September 2 2009 The Regular Me eting of the Englewood Housing Authority Board of Commissioners was called to order at 4 : 10 p.m. on Wednesday , September 2, 2009 at 3460 South Sherman Street , Suite 203 , En g lewood , Colorado , 80113, by Chair, Ernie Arterburn . II. ROLL CALL Members Pr esent: Members Abs ent: Also Pres ent: III. MINUTES Ernie Arterburn, Chair Rodger Hara, Vice Chair Jennifer Haynes, Commissioner Diane Ostmeyer, Alternate James Woodward, Mayor Beverly Bradshaw, Commissioner Charles Carter, Commissioner (excused) Dawn Shepherd, Executive Director Renee Tullius, Administrative Manager Geula Sherman, Financial Services Manager A. Regular Meeting held August 5, 2009. Commissioner Haynes corrected the Minutes to note that she abstained in the Motion to Pass the Minutes for July 1, 2009. Staff noted the correction. COMMISSIONER HARA MOVED TO ACCEPT AND APPROVE THE MINUTES AS CORRECTED OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD AUGUST 5, 2009. COMMISSIONER HAYNES SECONDED THE MOTION. Ayes: Nays: Abstained : Absent: Hara, Arterburn, Haynes None None Carter, Bradshaw • The Chair d eclared the motion carried . • • IV. DIRECTOR'S REPORT A. Narrative Dawn Shephe rd reported on the meeting with the consultant preparing the senior designation application. He prepared a draft document during his site visit August 24th and 25 1h. The draft document proposes that all current residents would retain their housing. The special ne eds individuals on the wait list will be integrated into the Section 8 voucher wait list based on the time and date of their public housing application. This has the advantage of not requiring the opening of the Section 8 wait list. In addition 30 vouchers will be set aside for availability to organi z ations that serve special needs populations . The organizations will be chosen through a RFP process in which EHA would chose the organizations that would utilize the vouchers based on the response to the RFP. To be chosen an org ani z ation would have to provide support services for the individual clients. All of the re sidents must be given notice with information that they may move with a 30 day notice if they wish. EHA would pay reasonable moving expenses which our consultant believes would be $1500 to $2000 per person. A resident may choose to move if he does not wish to live in a building that may evolve into an elderly only population. Mayor Woodward suggested including the statement that all current residents were "grandfathered in" at the beginning of the notice . Staff met with the Resid e nt Advisory Board to discuss the 5 Year Plan which included the submission of a senior designation. There was no dissent. The next step of the application process is to solicit support from local organizations that serve the special needs populations and obtain a statement from Arapahoe County that our application for senior designation is consistent with their Consolidated Plan. As the application is part of the 5 Year Plan it is subject to the public hearing for the 5 Year Plan at the October Board meeting. MOTION COMMISSIONER HA YNES MOVED TO SUPPORT CONTINUING THE PROCESS OF THE APPLICATION FOR SENIOR DESIGNATION AND OBTAINING LETTERS OF SUPPORT. COMMISSIONER HARA SECONDED THE MOTION. Ayes: Arterburn, Hara, Haynes 2 • • V. • Nays: Abstained : Absent: None None Bradshaw , Carter The Chair d eclared the motion carried. Mayor Woodward suggested stressing our efforts towards energy efficiency and sustainability in the 5 Year Plan . Chair Arterburn clarified that the same model window would be installed in all units in Orchard Place. Commissioner Haynes inquired into the fatal errors experienced with PIC submissions. Dawn Shepherd reported that Diane Kiles , a HUD PIC coach was on site for a day and made great strides resolving the issues. Chair Arterburn requested a n update on the Normandy Apartments . Dawn Shepherd reported that the broker who had expressed initial interest had not contacted her in the last few weeks. There has been an increase in potential residents at the Normandy. B. Financial Reports Geula Sherman noted the additional $25,000 of set aside funds and reported the saving achieved on office supply orders at 51 % or several hundred dollars per month . Chair Arterburn inquired as to the promptness of receipts from the Capital Fund Program . Funds are received within a week of the draw down request. C. Program Reports Vice Chair Hara questioned if all vacancies were ready to be leased at the Normandy. Dawn Shepherd reported that not all vacancies had been remodeled due to cost constraints. As vacancies are filled , the unimproved units will be made ready for occupancy. The Terraces are I 00% occupied. A flower sculpture similar to those on Broadway was to be installed today by the front entrance to The Terraces. Unfortunately during installation the base of the sclupture did not align with the bottom holes of the pot and modifications must be made. A bench is also planned by the entrance. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Resolution 13 Approving the 2009 Audit 3 , • • • MOTION COMMISSIONER HARA MOVED TO APPROVE RESOLUTION 13 APPROVING THE 2008 AUDIT REPORT. COMMISSIONER HA YNES SECONDED THE MOTION. Ayes: Nays : Abstained: Absent: Arterburn, Hara, Haynes None None Bradshaw, Carter The Chair declared the motion carried. B. Resolution 15 Amending the 2009 Agency Budget Geula Sherman noted that the seemingly high amount of funds contained in the amendment resulted from the transfer of dollars among the Funds . Each transfer resulted in additional expenses and revenue as the same dollars moved between the Funds. The conversion to Y ARDI Software did require a lot of reorgani z ing of accounts and therefore many transfers. Chair Arterburn noted the narrative and movement of funds was easily followed. Geula Sherman commented that revenues did decrease due to the vacancy rate at the Normandy and decreased funding of Section 8 . Dawn Shepherd reported that EHA could receive additional revenue of approximately $24,000 from the renewal of our agreement with Comcast Cable. The buildings were wired by Comcast some years ago. The agreement with Comcast is not an exclusive agreement; residents may utilize other providers. MOTION COMMISSIONER HAYNES MOVED TO APPROVE RESOLUTION 15 APPROVING THE AMENDMENT OF THE 2009 CONSOLIDATED AGENCY BUDGET. COMMISSIONER HARA SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Arterburn Hara, Haynes None None Bradshaw, Carter The Chair declared the motion carried . 4 • • • C. Resolution 16 Approving the Englewood Housing Authority Enterprise Income Verification (EIV} Security Policy Dawn Shepherd reported that HUD requires th e use of th e E[V syste m by the end o f 2009 . Its use and therefore the adoption of a policy to safeguard the information contained in the database will be examined in a HUD review . Another housing authori ty who did not have this policy received a finding on a management review . MOTION COMMISSIONER HARA MOVED TO APPROVE RESOLUTION 16 APPROVING THE ENGLEWOOD HOUSING AUTHORITY ENTERPRISE INCOME VERIFICATION SECURITY POLICY. COMMISSIONER HA YNES SECONDED THE MOTION. Ayes: Nays : Arterburn Hara, Haynes None Abstained : None Absent: Bradshaw, Carter The Chair declared the motion carried . VI. INFORMATION AGENDA There was a discussion of the recent home purchase by a FSS participant. VII. GENERAL DISCUSSION A. Commissioner's Choice There were no comments . B. Director's Choice The ARRA projects are progressing. The patio door repair project is complete and the installation of the windows is scheduled to begin September 22nd _ The exterior work at the family units is in progress. Fencing, landscaping and concrete work are all being done . The duplexes are beginning to "stand out" as very attractive. C. Council Communication 5 • Jim Woodward reported the state of the city and a budget workshop. • • VIII. ADJOURNMENT Commissioner Haynes moved the meeting be adjourned. Commissioner Hara seconded the Motion. The Chair declared the meeting adjourned at 5: 10 p.m. ~c;:2~ Emie~Chair Englewood Housing Authority Board of Commissioners 6 ~y~ ~-c.f Dawn Shepherd, xecutive rector Englewood Housing Authority Board of Commissioners