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HomeMy WebLinkAbout2009-11-04 EHA MINUTESII>. • • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting November 4, 2009 The Regular Meeting o f th e Englewood Housing Authority Board of Commissione rs was called to order at 4:10 p .m. on Wednesday, November 4 , 2009 at 3460 South Sherman Stree t, Suite 203 , Engle wood, Colorado, 80113, by Chair, Ernie Arterburn. II.ROLL CALL Membe rs Prese nt: Members Abse nt: Also Present: 111. MINUTES Ernie Arterburn, Chair Je nnifer Haynes , Commissioner Be ve rl y Bradshaw, Commissioner Charle s Carter, Commissioner D ian e Os tme yer , Alternate Jame s Woodward, Mayor & Council Liaison Rodger Hara, Vice Chair (E xcused) Da wn Shepherd, Executive Director Re ne e Tullius, Admin istrative Manager Ge ula Sherman, Financial Services Manager A. Regular Meeting held October 7, 2009. COMMISSIONER BRADSHAW MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD OCTOBER 7, 2009. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Arterburn, Haynes, Carter, Bradshaw Non e None Hara The Chair decl ared the motion carried. • • • IV. DIRECTOR'S REPORT A. Narrative Dawn Shepherd noted that Lex Cohen from Main Street Power attended the Roundtable meetings at Orchard Place and Simon Center. He did an excellent job of explaining the solar system to be installed and possible impacts on the residents. Commissioner Carter commented that the hand sanitizers installed in the buildings were much appreciated. Dawn Shepherd reported on bids received for the trash room retrofit project. Construction costs in the bids were very similar; demolition costs differed significantly. The low bid appeared to be Interlock Construction Company. Eight bids were received for roof replacement at Orchard Place and Simon Center. Central States Roofing was low bidder on Orchard Place; Progressive Roofing was low bidder on Simon Center. Commissioner Bradshaw clarified that the cost of the roof replacement at Orchard Place was less than Simon Center due ro its smaller size. Central States can start within 30 days and will finish within 100 days. Completion of the roof in March compliments the projected solar installation timeline. Chair Arterburn inquired as to any impact of the HlNl flu among residents or staff. No cases had been reported at the time of the meeting . The time and place of the staff holiday luncheon was noted. B. Financial Reports Geula Sherman noted the costs attributable to pest extermination. Commissioner Carter clarified that residents of the duplex units are subject to the same pest policy as Orchard Place and Simon Center. Dawn Shepherd reported that a national TV show dealt with the bed bug epidemic. The program pointed out that current pesticides can be ineffective. Attendees at the recent Colorado Housing Now conference informed the attending EPA representative of the magnitude of the problem. Geula Sherman reported that additional funds for pest extermination will be included in the 2010 budget. Residents may be charged for bed bug extermination depending on the circumstances. The financial reports include third quarter financial statements. Geula Sherman is pleased with the performance of the Y ARDI software. The Section 8 staff has become more comfortable with the new software. Our Y ARDI consultant will be utilized on specific issues as needed. Chair Arterburn noted that our consultant's per hour charge was less than the average and as Y ARDI can be accessed remotely it is not necessary for him to be in the EHA office to address issues. C. Program Reports 2 • • • Commissioner Carter discussed the number of Normandy residents participating in the Section 8 HCV program. Dawn Shepherd discussed generally the Section 8 program and medical marijuana. Federal law forbids the use of marijuana in federally subsidized buildings. There is no exception for medical marijuana . Marketing and occupancy strategies were exchanged. The high number of plumbing related work orders in all buildings was noted. V. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS In conjunction with the application for senior designation for Orchard Place the consultant assisting with the process was required to update the Admissions and Continued Occupancy Policy (ACOP) to comply with the provisions of the application for senior designation and the regulations governing the public housing program. The changes to the ACOP relating to Orchard Place are indicated in the sections attached to Resolution 20. The application for senior designation also impacts the Section 8 HCV program thus necessitating revisions to the Section 8 Administrative Plan. Those suggested changes are attached to Resolution 21. The ACOP also applies to Simon Center, a building governed by the Section 8 New Construction regulations. It became evident that the ACOP must be updated further to comply with those regulations. Resolution 23 authorizes an amendment to the consultant's contract to include additional updating of the ACOP to comply with those regulations for an amount not to exceed $2,000 . A. Resolution 20 Approving Amendments to Admission and Continued Occupancy Policy These Amendments prepare EHA to proceed with the application for senior designation. Commissioner Haynes suggested a smoother transitional paragraph and renumbering the paragraphs. MOTION COMMISSIONER BRADSHAW MOVED TO APPROVE RESOLUTION 20 APPROVING AMENDMENTS TO THE ADMISSION AND OCCUPANCY POLICY WITH THE SUGGESTED REVISIONS. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Arterburn, Haynes, Bradshaw, Carter None None Hara 3 • • • The Chair declared the motion carried . B. Resolution 21 Approving Amendments to the Section 8 Administrative Plan These changes support the application for senior designation and allow for 30 vouchers to be reserved for disabled applicants applying with supportiv e services from non profit organizations partnering with EHA. MOTION COMMISSIONER BRADSHAW MOVED TO APPROVE RESOLUTION 21 APPROVING AMENDMENTS TO THE SECTION 8 ADMINISTRATIVE PLAN. COMMISSIONER HA YNES SECONDED THE MOTION. Ayes : Nays: Abstained: Absent: Arterburn, Haynes, Bradshaw , Carter None None Hara The Chair declared the motion carried . C. Resolution 22 Approving Maintaining the 2009 Payment Standards in HUD Fiscal Year 2010 MOTION COMMISSIONER BRADSHAW MOVED TO APPROVE RESOLUTION 22 APPROVING MAINTAINING 2009 PAYMENT STANDARDS IN HUD FISCAL YEAR 2010. COMMISSIONER CARTER SECONDED THE MOTION. Ayes : Nays: Abstained: Absent: Arterburn , Haynes, Bradshaw, Carter None None Hara The Chair declared the motion carried . 4 • • VI . • D. Resolution 23 Amending the Contract with DL Morgan & Associates The contract is amended to include revisions necessary to update the EHA Admissions and Continued Occupancy Policy to ensure compliance with regulations governing Simon Center. COMMISSIONER CARTER MOVED TO APPROVE RESOLUTION 23 AMENDING THE CONTRACT WITH DL MORGAN & ASSOCIATES REGARDING THE ELDERLY DESIGNATED HOUSING PLAN. COMMISSIONER HA YNES SECONDED THE MOTION. Ayes: Nays: Abstained : Absent: Arterburn, Haynes, Bradshaw, Carter None None Hara The Chair declared the motion carried. The Board discussed the document provided by Counsel, Lee Applegate, entitled PUBLIC PARTICIPATION ENGLEWOOD HOUSING AUTHORITY BOARD MEETINGS. Board members reached consensus that visitors must enter their name and address on a sign in sheet and will be given a copy of the rules that apply to participation during the public portions of an EHA Board Meeting. Scheduled visitors shall be allotted 5 minutes to make a statement. Unscheduled visitors will be allotted 3 minutes. Motion to Adopt Rules for Public Participation MOTION COMMISSIONER HA YNES MOVED TO APPROVE THE MOTION TO ADOPT RULES FOR PUBLIC PARTICIPATION IN ERA BOARD MEETINGS DATED NOVEMBER 4, 2009 AS AMENDED. COMMISSIONER CARTER SECONDED THE MOTION. Ayes : Nays: Abstained: Absent: Arterburn, Haynes, Bradshaw, Carter None None Hara The Chair declared the motion carried. INFORMATION AGENDA 5 • • • ----------- There were no questions or comments VII. GENERAL DISCUSSION A. Commissioner's Choice Commissioner Bradshaw suggested that Orchard Place and Simon Center each adopt a family for Christmas. Possible resources for selecting families were discussed. Dawn Shepherd will investigate further and communicate with the resident council. Dawn Shepherd will investigate although it might be too late to organize this year. Commissioner Carter suggested the buildings could participate in a toy and diaper drive. Chair Arterburn requested an Executive Session be scheduled on the December Agenda and that staff send board members the executive review form. Chair Arterburn announced he would not be able to attend the board meeting scheduled for December znd. The board members consulted and decided to move the meeting to December 9'h with no change in time or location. B. Director's Choice Dawn Shepherd gave a brief account of the topics at the Colorado Housing conference. The Terraces was nominated for the Eagle award. The competition was immense this year and some very unique, amazing projects won . C. Council Communication Jim Woodward reported generally on the city budget and its impact , and also the leasing of the McClellan reservoir parcels. VIII. ADJOURNMENT Commissioner Bradshaw moved the meeting be adjourned. Commissioner Carter seconded the Motion. The Chair declared the meeting adjourned at 6:05 p.m. Ernie Arte um, Chair Englewo d Housing Authority Board of Commissioners 6 Dawn Shepher , Execut e Director Englewood Housing Au hority Board of Commissioners