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Home My WebLink About2009-10-07 EHA MINUTES• • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting October 7, 2009 The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 4:05 p.m. on Wednesday, October 7, 2009 at 3460 South Sherman Street, Suite 203, Englewood, Colorado, 80 l I 3, by Vice Chair, Rodger Hara. II. ROLL CALL Members Present: Members Absent : Also Present: Ernie Arterburn , Chair (delayed) Rodger Hara, Vice Chair Jennifer Haynes, Commissioner (delayed) Beverly Bradshaw, Commissioner Charles Carter, Commissioner Diane Ostmeyer, Alternate James Woodward, Mayor None Dawn Shepherd, Executive Director Renee Tullius , Administrative Manager Geula Sherman, Financial Services Manager Unscheduled Visitors : Mark Craft Elaine Hultz III. MINUTES A. Regular Meeting held September 2, 2009. Vice Chair Hara tabled the Minutes until Chair Arterburn and Commissioner Haynes arrived. The Minutes were approved upon their arrival. COMMISSIONER HARA MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD SEPTEMBER 2, 2009. COMMISSIONER HA YNES SECONDED THE MOTION . • • • Ayes: Nays: Hara, Arterburn, Haynes None Abstained: Absent: Carter, Bradshaw None The Chair declared the motion carried . IV. DIRECTOR'S REPORT A. Narrative Vice Chair Hara opened a discussion of the additional bank fees EHA will incur in 2010. Dawn Shepherd noted the difficulties in changing banks and reported on the charges incurred by neighbori9g housing authorities. EHA staff will be meeting with bank staff to discuss actions to minimize the fees incurred, for example stop check fees may be recovered from landlords who lose checks or accidentally destroy checks. Dawn Shepherd discussed possible candidates for the review panel to evaluate responses to the Request for Proposal for .an Energy Audit and Energy Performance Contracting Services. Board members are invited to participate. Vice Chair Hara suggested contacting Jennifer Gremmert of Outreach Colorado. Mayor Woodward noted that the COE selected Ameresco as their audit and energy performance contractor. Ameresco did indicate interest in receiving EHA's RFP and is on the mailing list. Holiday brunches will be held at each building in December. Vice Chair Hara offered the Celtic Friends singing gro·up to provide holiday entertainment on a weekend in the late afternoon. Staff will info~ him of available times to reserve the community rooms. Dawn Shepherd reported ERA re~eived verbal approval from Xcel of Main Street Power's application regarding solar fo~ Simon Center and Orchard Place. EHA will replace the roofs on both buildings prior to the solar installation. HUD approved utilizing stimulus funds for the roof replacement at Orchard Place. The roofing consultant is preparing the bid documents and estimates that both roofs will be completed by March 2010. Installation of the new windows at Orchard Place is complete. Punch list items are in process. Commissioner Carter remarked the new windows are a real improvement. Chair Arterburn arrived and Vice Chair Hara relinquished control of the meeting to the Chair. B. Financial Reports 2 • V. • • Commissioner Bradshaw clarified that page three, Simon Center, Net income under Annual Budgeted amount was prior to a fund transfer from Reserves. Mayor Woodward inquired if staff had become more comfortable with the new software. Staff is becoming more comfortable but issues and reports continue to require attention from our consultant. C. Program Reports Mayor Woodward complimented the high occupancy rate at Orchard Place and Simon Center. Commissioner Haynes inquired as to the significance of the stars on the Occupancy report . Staff responded that the stars remained from an earlier version of the report when all units were remodeled when they became vacant. As many units have been remodeled vacant units are not automatically scheduled for remodel and the stars will not appear on future reports. Commissioner Hara inquired into the reason for the high number of plumbing related work orders . Dawn Shepherd responded that a combination of older pipes and resident health issues accounted for many of the work orders. .. DISCUSSION ITEMS,.MOTIONS AND RESOLUTIONS A. Resolution 17 Adopting the 5 Year And Annual Agency plan for 2010-2014 Commissioner Haynes noted a correction to the number of accessible units . MOTION COMMISSIONER HA YNES MOVED TO APPROVE RESOLUTION 17 ADOPTING THE 5 YEAR AND ANNUAL AGENCY PLAN FOR 2010 -2014 WITH THE SUGGESTED CORRECTIONS. COMMISSIONER BRADSHAW SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Arterburn, Hara, Haynes, Bradshaw, Carter None None None The Chair declared the motion carried. B. Resolution 18 Approving the Revised EHA Procurement Policy 3 • • • MOTION COMMISSIONER BRADSHAW MOVED TO APPROVE RESOLUTION 15 APPROVING THE REVISIED EHA PROCUREMENT POLICY. COMMISSIONER HARA SECONDED THE MOTION. Ayes: Nays : Abstained: Absent: Arterburn Hara, Haynes, Bradshaw, Carter None None None The Chair declared the motion carried. C. Resolution 19 Approving the Englewood Housing Authority Staff Key Control Policy Dawn Shepherd noted that this policy has been required by HUD during the review of other agencies and forma,lize~ existing unwritten policy and procedure. MOTION COMMISSIONER HARA.MdVED TO APPROVE RESOLUTION 19 APPROVING · THE ENGLEWOOD 'HOUSING AUTHORITY STAFF KEY CONTROL POLICY. COMMISSIONER BRADSHAW SECONDED THE MOTION. Ayes : Nays : Abstained: Absent: Arterburn Hara, Haynes, Bradshaw, Carter None None None The Chair declared the motion carried. VI. INFORMATION AGENDA Four FSS participants are close .to .home ownership. The FSS Coordinator has been terminating clients that are not participating in accordance with the requirements. VII. GENERAL DISCUSSION A. Commissioner's Choice 4 • • • Commissioner Carter clarified that companies other than Comcast could supply service to the buildings . Dawn Shepherd did note that that a satellite dish could be hard to locate and install and is prohibited if it can be seen from the street. B. Director's Choice The ARRA projects are progressing. HUD approved utilizing the balance of the funds for the roof replacement. These stimulus funds can be used for public housing, Orchard Place and the duplexes, but not Simon Center. Priority items at Simon Center are being included in the 2010 budget. The exterior work at the family units continues. Fencing, landscaping and concrete work are all being done. Staff and residents are excited about the new solar project. EHA does not yet have an estimated installation date in 2010. Commissioner Hara suggested trac,:;king the future ,· •, 1 l···1 .. •f1 . ,:,.• ... •• ', ' !\ ,·. ,.. ,1 savings in utility costs , CoinmissiQQer Braqsha.w sµggest~d inqµiring about solar panels on . • . : I : . ' ~ •• I • : I . • : . . • ! I .: I I •• • ... : • • • ' • the sunshades at The Terraces as a possible application. '' ,, -.· '' ' ·1.i''' • .. i· The flower sculpture was installed in the front of The Terraces. Carport construction will begin this month. · • : ) ' I • ' ~ . I • I ' • • Electrical outlets have been _in~~a.H1~_on th~ balqmies at Orch~rd Place. Installation at Simon Center will be complekthis month . ·r I ', ,',:i • ·1 C. Council Communic.ation Jim Woodward reported on the city budget and the plan for 2010 medical insurance. VIII. ADJOURNMENT •l • Commissioner Haynes moved the meeting be adjourned. Commissioner Carter seconded the Motion. The Chair declared the meeting adjourned. ~~,: .. ,·:.: .. L_/~ . I •• " ~ ,· . . Ernie A.¢bum,Chair Englewood Housing Authority. Board of Commissioners · · 5 Dawn Shepherd, Exec tive Director Englewood Housing Authority Board of Commissioners