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05-05-1998 COMMUNITY DEVELOPMENT ADVISORY COMMITTEE MEETING CITY OFFICE CENTER MAY 5, 1998 MEMBERS PRESENT STAFF PRESENT Mr. Alfred Rucks-Chairman Ms. Mary Wilson Gallegos Ms. Shirley Daniels-Vice Chair Mr. Ralph J. Gutierrez-Secretary Dr. C. Quentin Ford Ms. Sinclair Hunt Mr. Gabriel Paz VISITOR: Mr. George Pearson. I. CALL TO ORDER Mr Rucks. Chairman, called the meeting to order at 6:15 p.m. A quorum was present allowing for conduct of official business. II. ROLL CALL Mr. Rucks, Chairman, asked the roll to be called to show for the records the members present. Ms. Hunt: here, Mr. Rucks: here, Dr. Ford: here, Ms. Daniels: here, Mr. Paz: here, and Mr. Gutierrez: here. For the record, all appointees were present and one vacancy still remains. III. APPROVAL OF AGENDA Mr. Rucks asked that the agenda for tonights meeting be reviewed at this time. Dr. Ford motioned to approve the agenda as presented. Mr. Paz seconded the motion. The Committee unanimously voted upon the motion. IV. APPROVAL OF MINUTES Mr. Rucks asked that the minutes of March 31, 1998, meeting be reviewed at this time. Dr. Ford motioned to approve the minutes with two attachments and some minor additions. Ms. Hunt seconded the motion. The Committee unanimously voted upon motion. V. OLD BUSINESS There was a short discussion regarding the open meetings act. Mr. Rucks stated that it was the Committee's responsibility, according to the open meetings law, to determine how the postings of notices satisfies the open meetings law, therefore, the Committee will review how the meetings are notified at a later date. The Committee thus requested staff to provide information as to how meetings are advertised. For future meetings, the Committee requested staff to publicize notices 1 in the Las Cruces Sun News (legal section) and the Las Cruces Bulletin, and to provide a court reporter for public hearings to take verbatim minutes. There was a short discussion regarding the minutes of March 31, 1998. Mr. Ruck directed staff to coordinate and file the Committee's approved minutes of March 31, 1998, with recommendations to the City Clerk for the purpose of being distributed to the City Council for their review and to be made available for the public. a. Review of Public Hearing Notes There was a short discussion regarding the public hearing notes of April 27, 1998. Mr. Rucks stated that responses of the public hearing should be recorded and distributed to the Committee as a complete record. Mr. Rucks directed staff to provide public hearing notes to the City Clerk for the purpose of being distributed to the City Councilors for their review and to be made available for the public. Dr. Ford moved that the responses of the public hearing notes be made part of the record and that the Community Development Advisory Committee receive a complete record of these notes and for staff to provide complete public hearing notes to the City Clerk for the purpose of being distributed to the City Councilors for their review and to be made available for the public. Ms. Hunt seconded the motion. The Committee unanimously voted on the motion. VI. NEW BUSINESS a. Review of Evaluation/Rating and Ranking Process The next item up for discussion was a review of the evaluation/rating and ranking process. The Committee voiced a concern regarding the$667,344 of unexpended 1998 CDBG funds and the process of options for expenditure. A short discussion followed regarding the five year Consolidated Plan. The Committee then discussed setting up a meeting with Community Development staff and City Councilors at a later date to review the old process and requirements document and compare it with the new document to clear up procedures and make any necessary changes and propose the recommendations for next year's CDBG process. VII. ADJOURNMENT The Community Development Advisory Committee Meeting was adjourned at 7:40 p.m. Mr. Rucks, Chairman Ralph J. Gutierrez, Secretary 2