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12-10-1996 I MINUTES OF A REGULAR MEETING OF 2 THE HOUSING AUTHORITY OF THE CITY 3 OF LAS CRUCES BOARD HELD ON 4 DECEMBER 10, 1996 5 6 The Board Meeting of the Housing Authority of the City of Las Cruces was held at 6:10 7 8 p.m. at 926 S. San Pedro, in the City of Las Cruces, State of New Mexico. 9 10 1. Roll Call. 11 12 The meeting was called to order by Lorraine R. Gutierrez, Chairperson. 13 14 MEMBERS: Lorraine R. Gutierrez, Chairperson 15 Frances F. Williams, Vice Chairperson 16 Trevas Y. Ryan, Commissioner 17 Alice E. Holmes, Commissioner 18 19 OTHERS: Andrew T. Holguin, Interim Exe. Director 20 Caroline Velarde, Executive Secretary 21 Tom Hassell, Mod. Mgr/Interim Dep. Dir. 22 Sharon Hansen, Accountant 23 Mike Flores, award recipient 24 Daniel V. De La O, award recipient 25 Amy Flores 26 Jose Cruz Moreno, resident 27 Al Vizcarra 28 Joe Barrio 29 Paul Bazan 30 Cruzita Herrera 31 32 2. Board Recognition Awards - Mike Flores and Daniel V. De La O. 33 The Board honored Mr. Flores and Mr. De La O each with a plaque recognizing them 34 for their time and dedication served on the HACLC Board as commissioners. The 35 number of years they served on the Board ranged between eight and ten years. Mr. 36 Flores and Mr. De La O thanked the Board for their acknowledgment. 37 * 3. Approval of the Minutes for a Regular Meeting held on November 12, 1996. 38 " 4. Approval of Payments for November 1996. 39 " 5. Financial reports for the period ending October 31, 1996. 40 6. Vacancy/Eviction/Personnel and Maintenance report for the month of 41 November 1996. 42 43 '` 7. Resolution No. 569 - a Resolution Approving an Amendment to the By-laws 44 of the Housing Authority of the City of Las Cruces. 45 46 " 8. Resolution No. 570 - a Resolution Writing off Uncollectible Accounts in the 47 Missouri-Boutz Project. 48 49 50 *consent agenda 3 51 Vice Chairperson Williams pointed out that line 292 on page nine needed to be 52 clarified. The Vice Chairperson explained that she and Mr. Holguin went over.the job 53 descriptions before final review and that it would be upon the Board's acceptance that 54 the employees would sign the document and have a copy placed in their personnel 55 files. The clarification was noted and made. 56 Chairperson Gutierrez entertained a motion to approve the above consent agenda. So 57 moved by Vice Chairperson Williams. Seconded by Commissioner Ryan. Chairperson 58 Gutierrez took a vote for approval: 59 Vice Chairperson Williams voted in favor. 60 Commissioner Ryan voted in favor. 61 Commissioner Holmes voted in favor. 62 Motion carried. 63 9. Public Participation. 64 The Board recognized Mr. Jose Cruz Moreno, who stated that he was aware of 65 tonight's meeting after having read the HACLC newsletter. He went on to say that he 66 wanted to address some concerns that included welfare reform, the non-citizen rule 67 and HUD changes that will have a major impact on housing residents. Mr. Moreno also 68 stated that he would like information about other programs that may be available to 69 housing residents. Mr. Moreno further stated that he attended a meeting at the Taylor 70 Community Center in November. It was explained at that time, that the HACLC was 71 proposing to form some sort of committee for housing residents. Mr. Moreno said that 72 he would like to be involved in it and other housing activities where he could make a 73 difference and perhaps encourage other residents to do the same. 74 The Board appreciated Mr. Moreno's concerns and were pleased to know that he would 75 like to participate in a Resident Council. Mr. Holguin pointed out that he would apprise 76 Mr. Moreno about the establishment of the future Resident Council. Vice Chairperson 77 Williams asked if there was a possibility of contacting either Senator Domenici's or 78 Bingamin's office to inquire if they have a copy of the new Welfare Reform bill. The 79 State Legislature has not yet met to discuss how New Mexico will implement it. The 80 Vice Chairperson believes it would be apropos for the commissioners to have a copy of 4 81 this particular bill because the HACLC will have a very significant role in the 82 implementation and there could be an impact. 83 Vice Chairperson Williams went on to say that the Welfare Reform bill for the federal 84 government states that welfare recipients will have five years for implementation in 85 getting a job, training or community service. Governor Johnson proposed that the State 86 of New Mexico do it in three years and now someone else has come up with a two year 87 plan. This appears to be a bit ambitious to the Vice Chairperson because she does not 88 believe that the State government is aware of the impact that it will have on the housing 89 residents. If there is something that will affect the residents, the HACLC will need to 90 inform the legislators about their concerns and have them communicate those concerns 91 to the State Legislature to ensure that it will not have a negative impact on the 92 residents. 93 Mr. Holguin pointed out that HUD Secretary, Henry Cisneros, wrote a letter regarding 94 welfare reform and how the housing authorities can act upon it. The HACLC is in the 95 process of revising the Admissions and Occupancy Policy with the possibility of 96 removing the federal preferences, utilizing the local preferences and try to recruit more 97 of the working families. The HACLC is working on this issue through the Economic 98 Development Support Services grant to get people into the Family Self-Sufficiency 99 program. 100 10. Interim Executive Director's Report. 101 a. Quarterly Audit Report Presentation by Art Trujillo 102 Mr. Holguin stated that Mr. Art Trujillo is the auditor who conducts the HACLC's 103 Quarterly Accounting Services. Mr. Trujillo could not be present at the meeting to 104 review the last quarterly audit which was completed by September 30, 1996. Ms. 105 Sharon Hansen, Account, went over the quarterly report with the commissioners. Ms. 106 Hansen pointed out that there were no findings in the audit, however, Mr. Trujillo had 107 expressed a concern regarding the acquisition project NM3-11. 108 Mr. Hassell explained that HUD had a development handbook which contained some 109 specific rules that the HACLC had to go by regarding NM3-11. Mr. Trujillo had 110 questioned the requirements of the handbook and the timeliness of the program. A 5 III letter was sent to Ms. Cindy Gorman, Director of Public Housing seeking her assistance 112 in the matter. According to Ms. Gorman, the handbook in question is now considered 113 as a guideline and the Albuquerque HUD office will determine if the HACLC is making 114 suitable progress on the acquisition project. 115 In another area, Mr. Trujillo noted that the agency's purchasing procedures seem 116 overly restrictive and cumbersome. Ms. Hansen noted that the internal control 117 procedures will be revised to reflect the change in the purchasing procedures. 118 b. Financial Report Presentation by Sharon Hansen 119 Ms. Hansen stated that the HACLC utilizes a fund accounting software by MIP (Micro 120 Information Products, Inc.) to prepare the financial reports. On page 46, Ms. Hansen 121 referred to the revenue section and noted that the percent budget remaining is in 122 brackets because MIP looks at the first line item which has been budgeted for 123 $396,000.00; however, the HACLC received only $151,254.00. The agency keeps in 124 mind that the financial statement only represents the first four months of the fiscal year. 125 As for the operating expenditures section, there are no brackets since the budget has 126 not been fully expended by the fourth month. Ms. Hansen pointed out that she was 127 able to correct the format in the Conventional housing statement so that the amount of 128 operating subsidy no longer appears in brackets. 129 C. Mary Torres - Board Directed Discussion 130 As directed by the Board, Mr. Holguin stated that he contacted Ms. Mary Torres' office 131 on three different occasions to discuss training for the Board on the Open Meetings 132 Act, her presence at board meetings, and her review of the HACLC's By-Laws in 133 reference to Section 5 Votes Required. Mr. Holguin further stated that he was informed 134 that Ms. Torres would not be available until about December 19th at which time he 135 anticipates addressing these issues. 136 Vice Chairperson Williams stated that she recently spoke with Ms. Torres about the 137 training. Ms. Torres had said that the training would take approximately an hour and a 138 half, so the commissioners would need to set a date for it to take place. The Board 139 tentatively scheduled the training to begin at 1:00 p.m. on either January 10th or 24th. 140 Mr. Holguin mentioned that Mr. Pete Connelly, Acting City Attorney had apologized for 6 141 not replying to Mr. Holguin's previous letter regarding the training on the Open 142 Meetings Act and parliamentary procedures. It would cost $50 an hour for the training. 143 d. Ad Hoc Committee Meeting Report 144 Mr. Holguin restated that both he and Mrs. Gutierrez attended the Ad Hoc Committee's 145 first meeting on Tuesday, December 3, 1996 at 1:00 p.m. The other Ad Hoc committee 146 members are Karen Stevens, Shirley Clark, Alfred Rucks, Mike Murphy, Pete Connelly, 147 Jose Frietze and Jerome Trojan. The committee decided to meet on the first and third 148 Wednesday of each month at 5:30 p.m. at the law office of Pickett and Associates. 149 Mr. Holguin further stated that the committee requested several documents from the 150 HACLC. For instance, the Conventional and Section 8 Annual Contributions Contracts 151 (ACCs); the financial reports on non-HUD assisted housing programs; copies of 152 insurance policies (property, public employees dishonesty bond, public officials liability, 153 general liability, etc.); a city map identifying HACLC properties; employee contracts and 154 a copy of the HACLC's most recent PHMAP score. 155 Vice Chairperson Williams and Commissioners Ryan and Holmes stated that it was 156 their understanding that the committee's purpose was to review the relationship 157 between the City of Las Cruces and the HACLC as per the resolution that was 158 approved by City Council. It is their belief that the committee should adhere to what is 159 outlined in the resolution before any documents are submitted to them for review. 160 e. Flex-time 161 Mr. Holguin state that the management and staff have for some time been working on 162 the issue of Compressed Work Schedule (CWS). It is their intent to present to the 163 Board a proposal to implement a CWS for those who want to participate. 164 He explained that the HACLC had implemented a CWS in the past. However, due to a 165 lack of understanding in the Federal Labor Standards Act (FLSA), the system utilized 166 was illegal and therefore, abandoned. Upon further research and at the request of a 167 number of staff members, the group has found a feasible way to implement a CWS. 168 In general, the proposed CWS will allow employees (who wish to participate,) the 169 opportunity to work nine hour days with every other Friday off. The proposal allows for 170 office coverage Monday through Friday during core working hours of 8:00 a.m. to 5:00 7 171 p.m. It also makes available client access to services from 7:00 a.m. to 5:00 p.m. 172 Monday through Thursday. This will allow clients who work, an opportunity to access 173 HACLC services prior to the start of a normal work day (7:00 a.m. to 8:00 a.m.). 174 The key elements to implementing a CWS are: 175 • Changing the current work week, as defined by FLSA, from Wednesday through 176 Tuesday to Friday through Friday. 177 178 • Paying a one-time overtime requirement for overlapping work weeks when the 179 CWS is first implemented. 180 • Scheduling the staff and outlining the rules for participation. 181 182 • Amend the personnel policy to account for the new work week. 183 184 The elements of a CWS were discussed in detail during the presentation. 185 Chairperson Gutierrez entertained a motion to adopt the Compressed Work Schedule 186 (CWS) as presented to be effective February 1997, and that Mr. Holguin report back to 187 the Board his recommendation three months hence for continuation of the CWS. So 188 moved by Vice Chairperson Williams. Seconded by Commissioner Ryan. Chairperson 189 Gutierrez took a vote for approval: 190 Vice Chairperson Williams voted in favor. 191 Commissioner Ryan voted in favor. 192 Commissioner Holmes voted in favor. 193 Motion carried. 194 f. Employee Recognition Award 195 Mr. Holguin explained that a few months ago, he requested feedback on how the 196 employees' recognition award would be evaluated and awarded. He had very little 197 response. Based on the responses, another survey was prepared requesting feedback 198 on a quarterly award or annual meritorious award. The response was 16 to one in 199 favor of a quarterly recognition award. He proposed that the HACLC amend the 200 personnel policy to reflect the quarterly recognition award. A sample survey was 201 included in the board packet for the commissioners' review. 202 The Board responded that the criteria needed to be more concrete by which to 203 measure the employees against. First of all, the job descriptions need to be in order 204 which are not yet in tact. Second of all, standards of performance need to be 8 205 developed. The Board would like the criteria to be more objective so that when the 206 selection committee is ready to make its decision, they will be able to show a concrete 207 method in how the employee exceeded the standards of performance. 208 It was also discussed that the selection committee be comprised of either the 209 employees, the commissioners or an outside party to carry out this endeavor. 210 11. Closed Session - discussion regarding limited personnel matters to include 211 the evaluation of the Interim Executive Director. 212 213 Chairperson Gutierrez entertained a motion to go into closed session at 9:05 p.m. So 214 moved by Commissioner Holmes. Seconded by Vice Chairperson Williams. 215 Chairperson Gutierrez took a vote for approval: 216 Vice Chairperson Williams voted in favor. 217 Commissioner Ryan voted in favor. 218 Commissioner Holmes voted in favor. 219 Motion carried. 220 Chairperson Gutierrez entertained a motion to reconvene into open session at 10:15 221 p.m. So moved by Commissioner Ryan. Seconded by Commissioner Holmes. 222 Chairperson Gutierrez took a vote for approval: 223 Vice Chairperson Williams voted in favor. 224 Commissioner Ryan voted in favor. 225 Commissioner Holmes voted in favor. 226 Motion carried. 227 During closed session, the Board reviewed Mr. Holguin's performance evaluation as 228 the Housing Manager/Deputy Director. They also discussed the re-advertisement of 229 the Executive Director's position. 230 12. Recommendations and Comments by Board Members. 231 Commissioner Ryan reiterated the fact that the National Center for Neighborhood 232 Enterprise (NCNE) has funding to send a group of people to help housing authorities 233 set up resident councils within their organizations. Mr. Holguin responded that he met 234 with the people from the statewide resident organization at a meeting held at the Taylor 235 Community Center as mentioned earlier by Mr. Jose Cruz Moreno. A handful of people 9 0 236 attended the meeting and appeared to be enthusiastic about starting a resident council. 237 The statewide resident organization will come back again and help the HACLC 238 residents set up the council, draft up the by-laws and implement them. 239 Mr. Holguin also talked about the upcoming Technical Assistance Grant that will review 240 the drug elimination program as well as looking into assisting the HACLC with a 241 resident council. Commissioner Ryan suggested that the HACLC look into the NCNE 242 for possible additional funding to start up the resident council because she has read 243 that it is a wonderful concept. Vice Chairperson Williams requested that this item be 244 placed on next month's agenda. 245 * Commissioner Ryan apprised Vice Chairperson Williams that one of the reasons that 246 the HACLC procured a video camera was to videotape the damaged properties. 247 Commissioner Ryan inquired about the status on damage claims. Mr. Holguin 248 responded that they were kept at a minimum. However, there are no longer going to be 249 damage claims after December 1996. 250 Mr. Holguin explained that approximately a year ago, HUD changed the procedure on 251 damage claims. Now, the landlords are to collect their own security deposits as well as 252 any money from tenants who damage their units. This procedure applies to all Section 253 8 housing programs with the exception of the Section 8 Moderate Rehabilitation 254 program. 255 * Vice Chairperson Williams requested to see the acquisition file on the RTC units. 256 She also inquired about acquisition NM3-10 with regards to its audit. It is her belief 257 that the Chairperson ought to be present at the time of exit interview. Commissioner 258 Ryan asked why is the exit interview being conducted at the CLC. Mr. Holguin replied 259 that he would contact Mr. Brian Haines of Kriegal & Company to find out why this is 260 being done. In the past, Kriegal & Company would usually come to the HACLC office 261 to conduct the exit interview. The commissioners believe that the auditors should meet 262 with them and point out the deficiencies as well as other things in the audit since the 263 Board is held responsible for the financial aspects of the HACLC. The auditors are 264 being paid for their services so the Board would like to meet with them at the exit 265 interview. 10 f 43 afternoon at City Hall (1:00 p.m.). She also noted that Mr. Holguin is appointed to the 44 same committee. They both gave a briefing of what transpired at the afternoon 45 meeting. 46 4. Other Business. 47 No other business was brought before the Board. 48 5. Adjournment. 49 Chairperson Gutierrez entertained a motion for adjournment. So moved by Vice 50 Chairperson Williams. Seconded by Commissioner Ryan. Chairperson Gutierrez took 51 a vote for approval: 52 Vice Chairperson Williams voted in favor. 53 Commissioner Ryan voted in favor. 54 Motion carried. 55 Adjournment 9:30 p.m. 56 SEAL APPROVED BY, 57 •NN N•• uck S E, 58 59 orraine R. Gutierrez, Chair erso 60 61 62 63 64 SUBMITTED BY, 65 66 67 68 , 69 Andrew T. Holguin, Interinttiecutive Director 70 71 2