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HomeMy WebLinkAbout2010-02-25 EHA MINUTES• • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting February 25, 2010 The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 4:00 p.m. on Thursday, February 25, 2010 at 3460 South Sherman Street, Suite 203, Englewood, Colorado, 80113 , by Chair, E rnie Arterburn. II. ROLL CALL Members Present: Members Absent: Also Present: Ernie Arterburn, Chair Rodger Hara, Vice Chair Jennifer Haynes, Commissioner Charles Carter, Commissioner James Woodward , Mayor& Co uncil Liaison Beverly Bradshaw, Commissioner (EXCUSED) Diane Ostmeyer, Alternate (EXCUSED) Dawn Shepherd, Executive Director Renee Tullius, Administrative Manager Geula Sherman, Financial Services Manager III.SCHEDULED VISITORS David Koch , Johnson Controls Carrie Thomas, Johnson Controls Stephen Rivers, Johnson Controls Mr. Koch introduced the members of his team and distributed a handout summarizing Energy Performance Co ntracting and the benefit s of utilizing thi s mec hani sm. Mr. Koch gave a brief history of Johnson Controls, its current activities and customers. Johnson Controls has been in business for l 20 years and is the largest E nergy Service Con tractor in the world. It is publicly traded and has assets of 40 billion dollars. The basic tenan ts of E nergy Perfom1ance Contracting were reviewed: the funding mechanism , the HUD approval of th e energy conservation measures and the savings guaranteed by Johnson Controls. John son Co ntrols will guarantee that the energy conservation measures taken will generate enough savings to cover the co s t of financing the actions taken. If the savings in that amount are not generated , Johnson Controls wil I reimburse > • • • the shortfall. Johnson Controls will assist in obtaining financing and taking advantage of rebates and incentives . Johnson Controls will assist EHA in submitting the necessary forms to HUD annually. Energy Star appliances will be used; EHA will be able to incorporate its saving from the solar systems scheduled to be installed under the Power Purchase Agreement with Main Street Power. Vice Chair Hara clarified that Johnson Controls would assist in setting up a sinking fund for a reserve for future expenses related to the maintenance and replacement of equipment installed. Johnson Controls will hold luncheon receptions for both Simon Center and Orchard Place residents to explain the process and will survey the residents to collect observations regarding temperature, water usage, etc. The goal is for the EHA systems to be more energy efficient, to be easier and less expensive to operate and increase the comfort of the residents. Johnson Controls can provide a training service for EHA staff. That is a separate cost that can be built into financing. Chair Arterburn clarified that Johnson Controls would maintain ongoing communication with the residents throughout the process. Johnson Controls will sponsor a Resident Kickoff, and will continue meetings during the energy audit and implementation. Geula Sherman noted that Johnson Control staff attended roundtable meetings. The Energy Audit should be completed in April. Co mmissioner Carter clarified that Johnson Controls would be gathering information in approximately I 0% of the units . Vice Chair Hara clarified that any construction project s would be done by both subcontractors and Johnson Control staff. Johnson Controls will follow all HUD procurement regulations and directives and will maintain quality control. Carrie Thomas will be Johnson Controls' point of contact for EHA. Should EHA desire , Johnson Co ntrol 's public relation s staff will compose and issue press releases . Commissioner Carter suggested that 2 unit s from each floor , one on the east side and one on the west side, be included . IV. UNSCHEDULED VISITORS None V. MINUTES A. Regular Meeting held January 6, 2010. VICE CHAIR HARA MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD JANUIARY 6, 2010. COMMISSIONER HAYNES SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Arterburn, Hara , Haynes. Ca rt er, None None Bradshaw The Chair declared the motion ca1Tied . • • • B. Annual Meeting held January 6, 2010 . Vice Chair Hara noted the name of the Commissioner who suggested utilizing the Citizen's Survey was missing from the minutes. Staff informed the Board that Commissioners Bradshaw 's' name had been unintentionally omitted and would be inserted. VICE CHAIR HARA MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD JANUARY 6, 2010 WITH THE ABOVE MENTIONED CORRECTION ON PAGE 4. COMMISSIONER HA YNES SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Arterburn , Hara, Haynes, Carter, None None Bradshaw The Chair declared the motion carried. VI. DIRECTOR'S REPORT A. Narrative Commissioner Carter clarified that E HA was volunteering to provide space to the 2010 Census and would not be receiving a rental payment. Dawn Shepherd reported on the progress of the ongoing projects. The reroof project at Orchard Place had been slightly delayed due to supply distribution difficulties; the Simon Center reroof project started slightly earlier and was expected to finish earlier than Orchard Place. The trash room retrofit project is expected to be complete by March 51h. The installation of the roof top air handler is being coordinated with the roofing company. The field work for the financial audit is complete: the process was much smoother than last year. The software conversion in 2008 caused many of the difficulties in the process last year. Commissioner Carter noted that the resident trash collection by the maintenance department staff while the trash chutes were closed has worked out well. A discussion of some of the difficulties of trash collection in multifamily buildings followed . Commissioner Hara suggested soliciting a donation of trash bags. Commissioner Carter confirmed that lack of bag s general) y was not the reason individuals neglected to bag trash . 3 • • VJI. • Dawn Shepherd summarized the topic s discussed at the PHADA conference in January: HUD's req uirement to utilize the EIV system to verify income, ARRA grants and reporting , funding levels and changes to the PHAS (Public Housing A ssessment System) reports. Chair Arterburn inquired if Johnson Controls was considering energy efficient, tank less water heat ers for the family duplex units . EHA has not yet received any information on specific recommendations. That presentation will be made after completion of the energy audit. A discu ssion of the advantages of the tank less water heaters followed. B. Financial Reports Geula Sherman noted two items ; first the sale of an older truck and secondly the tran sfer of $44 ,000 to investments. The January reports reflect accruals from 2009. These will be revers e d in February . The February reports will more accurately reflect the 20 I 0 financi a l picture. Co mmissioner Haynes questioned if the Consolidated Financial Monthly total s s ho uld be identical to the year to date totals. Geula Sherman note d th e probl e m with th e formulae calculation. The same discrepancy exi sts in the r eport o n th e vouch e r program a nd will be corrected. C. Program Reports There were no questions or discussion . DISCUSSION JTEMS, MOTIONS AND RESOLUTIONS A. Resolution 3 Approving Submission of HUD Form 52648 SEMAP Certification. MOTION COMMISSIONER HA YNES MOVED TO APPROVE RESOLUTION 3 APPROVING SU BMISSION OF HUD FORM 52648 SEMAP CERTIFICA TJON. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays : Abstain ed : Absent: Arterburn , Hara , Haynes , Carter No ne None Bradshaw The C ha ir declare d th e motion carried . 4 • • • B. Resolution 4 Approving Amendments to the Admission and Continued Occupancy Policy Staff continues to review the document for clerical and other conections. Staff requested that a passage regarding preferences that were unintentionally left out on page 55 be reinserted and that the paragraph on page 61 entitled Family Moves be deleted . MOTION VICE CHAIR HARA MOVED TO APPROVE RESOLUTION 4 APPROVING AMENDMENTS TO ADMISSION AND CONTINUED OCCUPANCY POLICY WITH SLIGHT MODIFICATIONS. COMMISSIONER CARTER SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Arterburn, Hara, Haynes, Carter None None Bradshaw The Chair declared the motion carried . C. Resolution 5 Authorizing the Sale of the Normandy Apartments, 3550 S. Pennsylvania Street, Englewood, Colorado to Cedarbridge Apartments, LLC and/or Assigns All documents were reviewed by General Counsel, Lee Applegate. MOTION COMMISSIONER HA YNES MOVED TO APPROVE RESOLUTION 5 AUTHORIZING THE SALE OF THE NORMANDY APARTMENTS, 3550 S. PENNSYLVANIA STREET, ENGLEWOOD, COLORADO TO CEDARBRIDGE APARTMENTS, LLC AND/OR ASSIGNS. VICE CHAIR HARA SECONDED THE MOTION. Ayes: Nays: Abstained: Absent : Arterburn, Hara, Haynes, Carter None None Bradshaw 5 • • • The Chair declared the motion carried . VIII. INFORMATION AGENDA There were no questions or discussion. IX. GENERAL DISCUSSION A. Commissioner's Choice The Commissioners congratulated Dawn Shepherd on the negotiations leading to the sale of the Normandy Apartments. B. Director's Choice A Sheridan FSS participant will be closing on a home very shortly. C. Council Communication Mayor Woodward reported that the Neighborhood Stabilization program is proceeding ahead of the HUD deadlines . Several new business openings were discussed: a restaurant serving p izza and a new shop serving gelato. Mayor Woodward reported o n the hi s torica l designation process of the Englewood Post Office on Broadway . A preservationist h a been hired for the post office building and the mural. Congressman DeGette's office is being very he lpful. T he questions and regulations surrounding Medical Marijuana mu s t be reso l ved by May J1h. IX. ADJOURNMENT Vice C hair Hara moved the meeting be adjourned at 5:50 pm. Comm iss ion e r Haynes second ed the motion . Chair Arterburn declared the meeting adjourned. The board adjourned into Exec utive Session to discuss a personnel matter and a rea l es tate tran sac tion . z_/~-./ E rni e Mterburn , Chair Englewood Housing Authority Board of Co mmissioners 6 ~,,~1)){£~ Dawn Shepherd , ExecJtiv e Director Eng lewood Housing A uthorit y Board of Commissioners