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HomeMy WebLinkAbout2010-04-07 EHA MINUTES• • • I. CALL TO ORDER ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting April 7, 2010 The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 4:00 p.m. on Wednesday, April 7, 2010 at 3460 South Sherman Street, Suite 203, Englewood, Colorado, 80113, by Chair, Ernie Arterburn. II. ROLL CALL Members Present: Members Absent: Also Present: Ernie Arterburn, Chair Rodger Hara, Vice Chair (Delayed) Beverly Bradshaw, Commissioner Jennifer Haynes, Commissioner Diane Ostmeyer, Alternate Charles Carter, Commissioner (EXCUSED) James Woodward, Mayor& Council Liaison Wendy Swanhorst, Swanhorst & Company Dawn Shepherd, Executive Director Renee Tullius, Administrative Manager Geula Sherman, Financial Services Manager III.SCHEDULED VISITORS Wendy Swanhorst, Swanhorst & Company Ms. Swanhorst distributed the audited financial statements for 2009 including a letter addressed to the Board of Commissioner (the Management letter). The Management letter affirms that Swanhorst & Company auditors found the EHA financial records to be fairly stated with no weaknesses. There was no unusual occurrence in 2009 with complicated consequences. The sale of the Normandy in 2010 did have to be anticipated in 2009. Ms. Swanhorst referenced the third paragraph on page two regarding adjustment to accounting records recording unusual grant transactions and procedures to deal with non routine transactions . • • • Ms. Swanhorst referenced the Statement of Net Assets and the Schedule of Federal Awards and discussed the impact of ARRA funding on the audit process. Her company's audit of Englewood Housing Authority found no areas of concern, no misstatements and no weakness in internal controls. IV. UNSCHEDULED VISITORS None V. MINUTES A. Regular Meeting held February 25, 2010. The Minutes were set aside until Vice Chair Hara arrived. Upon his arrival at 4:40pm the following motion was made . VICE CHAIR HARA MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD FEBRUARY 25, 2010. COMMISSIONER HA YNES SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Arterburn, Hara, Haynes None Bradshaw Carter The Chair declared the motion carried. VI. DIRECTOR'S REPORT A. Narrative Commissioner Haynes inquired into the reason the solar installation was delayed. Dawn Shepherd informed the Board that immediately prior to the board meeting she was informed that the installation would most likely be delayed until September or October due to a delay in Main Street Power's sale of the associated tax credits. She requested a written statement from Main Street Power setting out the anticipated schedule of the tax credit sale and the installation of solar systems. Commissioner Bradshaw inquired into the condition of the public housing duplexes. Dawn Shepherd reported on the improvements made to the structures during re cent years and the furnace and water heater replacements that should be one of the energy conservation measures of the Energy Performance Contract. 2 • • • Commissioner Haynes asked about the frequency of the discoveries of double subsidy among Section 8 clients by utilizing HUD's new EIV system . Staff responded that only 2 or 3 cases of double subsidy had been discovered. Unreported income is uncovered with much more frequency. Commissioner Bradshaw noted that she would have liked more detailed information on the sale of the Normandy. Dawn Shepherd discussed that the Normandy had been a financial drain on the agency. Chair Arterburn asked if there were many changes taking place at the Normandy since the sale. Staff noted that there was no construction activity yet and the new owner was experiencing a similar vacancy rate as we had. B. Financial Reports Geula Sherman reported that HUD had approved the Family Self Sufficiency grant however; they had not yet distributed the funds. Geula Sherman had confirmed with headquarters that the distribution would be made. Geula Sherman referenced the Management Discussion and Analysis section of the 2009 audit explaining that it had been necessary to record the Normandy as a current liability rather than a long term liability due to the pending sale . Chair Arterburn complimented Geula Sherman on a great job. C. Program Reports Dawn Shepherd noted that due to the upcoming REAC inspection at Simon Center the number of work orders would increase. There were no other questions or discussion. VII. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Resolution 6 Approving the 2009 Audit Report. MOTION COMMISSIONER BRADSHAW MOVED TO APPROVE RESOLUTION 6 APPROVING THE 2009 AUDIT REPORT. COMMISSIONER HA YNES SECONDED THE MOTION. Ayes: Arterburn, Bradshaw, Haynes 3 • • • Nays: Abstained: None None Absent: Hara, ( delayed), Carter The Chair declared the motion carried. B. Energy Conservation Measures Dawn Shepherd reported that the Johnson Controls energy audit is proceeding on schedule. Johnson Controls staff finds EHA staff cooperative and easy to work with. The energy audit is very labor intensive involving many measurements and tests. Representatives from Johnson Controls are scheduled to attend the June EHA board meeting. Carrie Thomas , our single point of contact with the Johnson Controls team , will attend the May roundtable meetings at Orchard Place and Simon Center. The board members noted the worksheets containing examples of the energy control measures being considered. VIII. INFORMATION AGENDA There were no questions or discussion. IX. GENERAL DISCUSSION A. Commissioner's Choice Commissioner Bradshaw described the planned summer music program , "Music on the Platte", with live performances at different locations along the trail along the Platte River. B. Director's Choice Dawn Shepherd reported that staff was in the final stage of answering all the questions fielded by the HUD Washington based staff regarding the application for senior designation. The recent management review by CHF A was noted, as was the upcoming REAC inspection of Simon Center. C. Council Communication There was no discussion. IX. ADJOURNMENT Commissioner Haynes moved the meeting be adjourned at 5:20 pm. Vice Chair Hara seconded the motion. Chair Arterburn declared the meeting adjourned . 4 • • • Ernie Arterburn, Chair Englewood Housing Authority Board of Commissioners 5 Dawn Shepherd , Executive Director Englewood Housing Authority Board of Commissioners