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HomeMy WebLinkAbout2000-07-05 EHA MINUTES• • • I. ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS Regular Meeting July 5, 2000 CALL TO ORDER The Regular Meeting of the Englewood Housing Authority Board of Commissioners was called to order at 5:55 p.m. on Wednesday, July 5, 2000, at 3460 South Sherman Street, Suite 101, Englewood, Colorado, 80110, by Chairman Debi Medlock. II. ROLL CALL Members Present: Members Absent: Also Present: III. STUDY SESSION Debi Medlock, Chairman Shawn Leonard, Commissioner Ed Sanborn, Commissioner Beverly Bradshaw, Ex Officio . Norleen Norden, Vice-Chair Don Bobeda, Commissioner Cheryl St. Clair, Executive Director Jo Hamit, Housing Programs Manager Geula Sherman, Financial Services Manager Nothing presented. IV. MINUTES A. Regular Meeting held June 7, 2000. MOTION COMMISSIONER LEONARD MOVED TO ACCEPT AND APPROVE THE MINUTES OF THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD JUNE 7, 2000 AS WRITTEN. COMMISSIONER SANBORN SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Medlock, Leonard, Sanborn None None Norden, Bobeda The Chairman declared the motion carried. • • • EHA BOC Regular Meeting 07-05-00 V. PRESCHEDULED VISITORS No prescheduled visitors. VI. DIRECTOR'S REPORT A. Narrative Report 1. Orchard Place: The bidding and emergency grant application to HUD are still in process for the exterior water seepage and roof repair. The" bids for roof repair have been received at $125,000 and are higher than the initial estimate. Total estimate for complete repair is $550,000. Although $111,000 has been set aside from 1999 CIAP funding, and $193,000 has been awarded for 2000 CIAP, the emergency application to HUD will be for the full repair cost of $550,000 . If only partially approved, the project will be done in two segments . CIAP set-aside funds totaling $304,000 would be used, and an additional $65,000 would need to come with Board approval from program reserves. We are considering placing the low-bidder under contract now so that when it is more clear what funds are available, work may begin immediately. This will be brought to the Board for approval. 2. Simon Center: A scope of repairs is being prepared for elevator panel upgrade and fire panel replacement. Work should commence within the next four to six weeks on the elevator panel upgrade. The fire panel replacement will be to the same equipment recently installed at Orchard Place. At Simon Center, however, all wiring must be replaced. 3. Public Housing Family Duplexes: Upgrades in countertops, cabinets and landscaping are in process and on schedule. The scheduled repairs will more than cover all repair requirements and suggestions made by a HUD-contracted inspector earlier this year. Upgrades will be completed by the end of this summer. Once upgrades are complete, meetings will be held with current residents to sign an amendment to their lease. The amendment will spell out specific charges for damage to the property. 4. Waiting List: The waiting lists for Simon Center, Orchard Place and the Public Housing Duplexes remains open. The Section 8 waiting list for Housing Choice Vouchers will open in July. 5. Section 8 Existing: Waiting list will be opened on July 10, 2000. Staff has recommended using a Preliminary Application process requiring all eligibility documentation up front rather than a lottery process with documentation required at time oflottery drawing . 2 c:\w indows\winword\doc\Board Minutes 07-05-00 • • • EHA BOC Regular Meeting 07-05-00 6. The Courtyard: A Homeowners' Association meeting will be held on July 10, 2000. At this time there are not enough volunteers to run the HOA Board. If on the 10th there still are not three interested parties, EHA will turn the responsibility over to the one person who is interested . The EHA will continue to manage the HOA until the end of the management contract. 7. A VS Student Built House 3740 S. Inca: An offer is anticipated from one interested party. A great deal of interest in the unit has been expressed. However, no formal offers have been received. 8. Normandy: The entire building has been rekeyed, and new keys have been issued to all current residents. Five units are vacant at this time. Work write-ups are being prepared for rehabilitation of vacant units before they are offered for lease . Bids are out for upgrade of the elevator control panel system. This is being done in conjunction with the bids for upgrade of the elevators at Simon Center. Hopefully a package-deal will be obtained. 9. Agency Goals and Strategic Plan: See attached itemized report . B. Financial Report Financial Reports for the month of May 2000 were available for review. C. Program Reports Noted. VII. DISCUSSION ITEMS, MOTIONS AND RESOLUTIONS A. Resolution Number 12, Series of 2000, Approving Grant Application to Colorado Division of Housing. The Colorado Division of Housing provides loans and grants to non-profit developers for the development of affordable housing. EID St. Clair proposed submitting a grant application to the Colorado Division of Housing for $378,000. This amount would retire the bridge loan of $318,000 for the Normandy Apartments and allow for upgrade of the building's existing elevator at a cost of $60,000 . 3 c :\windows\winword\doc\Board Minutes 07-05-00 • • • EHA BOC Regular Meeting 07-05-00 MOTION COMMISSIONER LEONARD MOVED TO APPROVE SUBMISSION OF THE ENGLEWOOD HOUSING AUTHORITY'S GRANT APPLICATION TO THE COLORADO DIVISION OF HOUSING IN THE AMOUNT OF $378,000. COMMISSIONER SANBORN SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Medlock, Leonard, Sanborn None None Norden, Bo bed a The Chairman declared the motion carried. B. Resolution Number 13, Series of 2000, Approving Amendment to Section 8 Administrative Plan. With the Section 8 waiting list reopening on July 10, 2000, staff has requested changing the intake process from a random lottery system to a Preliminary Application and waiting list system. This would enable the EHA to require all eligibility documentation up front and permit denial of admission to the waiting list for those who do not provide all documentation or who do not pass a criminal background evaluation. With the lottery system, this could not be done until the family's lottery card was drawn and they had already been waiting for a period of time. Also, with the lottery, cards were destroyed at the end of each year, and a new lottery process was started. By now requiring all eligibility documentation up front, it did not seem reasonable to destroy this documentation at the end of each year, then require it again for a new lottery card. MOTION COMMISSIONER LEONARD MOVED TO APPROVE AMENDMENT TO THE SECTION 8 ADMINISTRATIVE PLAN INSTITUTING A PRELIMINARY APPLICATION AND WAITING LIST PROCESS TO REPLACE THE EXISTING LOTTERY ORA WING PROCESS. COMMISSIONER SANBORN SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Medlock, Leonard, Sanborn None None Norden, Bobeda The Chairman declared the motion carried . 4 c :\windows \winword\doc\Board Minutes 07-05-00 , . • • • EHA BOC Regular Meeting 07-05-00 VIII. INFORMATION AGENDA Nothing presented. IX. GENERAL DISCUSSION A. Commissioner's Choice Commissioner Sanborn wished to readdress having new residents meet with officers of the Tenant Council. These meetings happened for a period of time, but have not in the last few months. Commissioner Sanborn can see direct effects caused by this lack of initial contact. EID St. Clair indicated that due to the plumbing repair work at Simon Center, apartments have been kept vacant. Therefore, meetings have not been held . New residents will be coming in during the next few months. EID St. Clair assured that the meeting policy will be reinstated. Commissioner Sanborn wished to rectify any misunderstanding that the staff and parishioners at the St. Louis church are opposed to the Arapahoe House facility being used as a Family Resource Center. He indicated that he met with church officials and was informed that a letter had been sent to City Council which simply stressed the need for supervision of the facility . Ex-Officio Bradshaw requested that action be taken on the property at 4406 S. Logan. This is a rental which currently houses a Section 8 program participant. Neighbors have called Code Enforcement about debris in the yard and unsanitary conditions . This has not satisfactorily resolved the problem. B. Director's Choice A Building Custodian has been hired. This person will be responsible for general janitorial duties for Simon Center, Orchard Place, The Normandy and the EHA Office Building, and will also assist with turnover cleaning. Contracting with cleaning companies has not met the EHA's needs. The existing cleaning contract will be terminated to allow budget authority for the new salaried position. The two staff members through the Job Store staffing company have been hired to fill the Receptionist and Administrative Assistant positions . Each were on a thirteen-week trial period and worked out very well for the EHA. The EHA is now fully staffed . 5 c:\windows\winword\doc\Board Minutes 07-05-00 , . • • • EHA BOC Regular Meeting 07-05-00 C. City Council Communication Ex-Officio Bradshaw indicated that the Hawthorne Suites long-term stay hotel was turned down at City Council due to the requirement for numerous subsidies from the City. The Light Rail opens July 14, 2000. Ribbon cutting ceremonies will be held at each of the stations on Friday, the 141 \ and free rides will be offered all through the weekend. The property where the Elks Lodge used to be near the comers' of South Broadway and West Girard is up for sale. X. EXECUTIVE SESSION MOTION COMMISSIONER LEONARD MOVED TO ENTER INTO EXECUTIVE SESSION TO DISCUSS A REAL ESTATE MATTER. COMMISSIONER SANBORN SECONDED THE MOTION . Ayes: Nays: Abstained: Absent: Medlock, Leonard, Sanborn None None Norden, Bobeda The Chairman declared the motion carried. MOTION COMMISSIONER LEONARD MOVED TO RECONVENE THE REGULAR PORTION OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING. COMMISSIONER SANBORN SECONDED THE MOTION. Ayes: Nays: Abstained: Absent: Medlock, Leonard, Sanborn None None Norden, Bobeda The Chairman declared the motion carried . 6 c:lwindowslwinwordldoc\Board Minutes 07-05-00 ' . • • • EHA BOC Regular Meeting 07-05-00 XI. ADJOURNMENT MOTION COMMISSIONER LEONARD MOVED TO ADJOURN THE REGULAR MEETING OF THE ENGLEWOOD HOUSING AUTHORITY BOARD OF COMMISSIONERS HELD JULY 5, 2000.AT 7:21 P.M. COMMISSIONER LEONARD SECONDED THE MOTION. THE MOTION CARRIED. Debi Medlock, Chairman 7 c :lwindowslwinwordldoc\Board Minutes 07-05-00 ' . • • • PHONE POLL TAKEN FROM THE FOLLOWING ENGLEWOOD HOUSING AUTHORITY BOARD MEMBERS FOR APPROVAL OF THE REGULAR BOARD MEETING MINUTES ON JULY 5, 2000. DATE OF CALL 10/05 /00 10/05 /00 10/05/00 BOARD MEMBER Debi Medlock-aye Shawn Leonard-aye Ed Sanborn-aye Recorded by : ~, .. ·~~ Kell~Theyson Administrative Assistant