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11-12-1996 I MINUTES OF A REGULAR MEETING OF 2 THE HOUSING AUTHORITY OF THE CITY 3 OF LAS CRUCES BOARD HELD ON 4 NOVEMBER 12, 1996 5 6 The Board Meeting of the Housing Authority of the City of Las Cruces was held at 6:05 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 Al Vizcarra, Comm. Activities Coord. 22 Hope Bueno, HACLC Truant Officer 23 Jim Vorenberg, Staff Architect 24 Michelle Fabela 25 Maria Cisneros 26 Mrs. Leonel Briseho 27 Alejandro Briseno 28 Julyne Derrick, Sun-News 29 30 1. Roll Call. 31 32 2. Quarterly Achievement Award - Michelle Fabela. 33 34 Mr. Vizcarra explained that Michelle is a 16-year-old sophomore at Las Cruces High 35 who received the Outstanding Academic Achievement award and won first place at the 36 Science Fair. She has perfect attendance, is recognized as an Honor student and a 37 distinguished student in science. Michelle is taking an advanced chorus class in 38 school. She volunteers her time at the 791 Taylor community center by participating in 39 the tutoring program helping the children with their homework. Michelle is a member of 40 Teens Needing Teens (TNT) and as a cadet helps the Salvation Army by working with 41 the young people. Michelle is also in Tae Kwon Do and well on her way to an orange 42 belt. The Board presented Michelle with a plaque to recognize her positive efforts and 43 accomplishments along with some movie tickets, complements of Allen Theaters. 44 Michelle thanked the Board and recognized the people who have strongly influenced 45 her education including teachers, the HACLC's Community Activities Program staff and 46 her grandmother, Maria Cisneros. Mrs. Cisneros gave thanks to everyone who has 47 helped her granddaughter and appreciated the fact that the HACLC acknowledged 48 Michelle's achievements. l 49 3. Community Service Award - Leonel "Lonnie" Brisefio. 50 Mr. Vizcarra explained that Mr. "Lonnie" Briseno is the Program Director for the STAY 51 Program, which is a division of Families & Youth, Inc. Mr. Briseno works extremely well 52 with the youth who have been suspended by providing direction on returning to the Las 53 Cruces Public School system. He takes special interest in guiding and assisting 54 students who have "fallen through the cracks" in the education system. Mr. Briseno is 55 considered a special friend among the young people. He networks well with other 56 agencies. Mr. Vizcarra pointed out that Mr. Briseno could not be present to receive the 57 award since he was in San Diego attending training. The Board acknowledged Mr. 58 Briseno and praised him for his endeavors in helping the HACLC's young people. Mrs. 59 Briseno and their son, Alejandro, accepted the award for Mr. Briseno and thanked the 60 organization for recognizing him. 61 *4. Approval of the Minutes for a Regular Meeting held on October 8, 1996. 62 * 5. Approval of the Minutes for a Special Meeting held on October 14, 1996. 63 * 6. Approval of Payments for October 1996. 64 * 7. Financial reports for the period ending September 30, 1996. 65 * 8. Vacancy/Eviction/Personnel and Maintenance report for October 1996. 66 Chairperson Gutierrez noted that lines 106 and 107 on page three and line 122 on 67 page four were missing the names of the commissioners who moved and seconded a 68 motion. The correction was noted and made. Vice Chairperson Williams suggested 69 that the words "a lawsuit' be inserted at the end of the sentence on line 151 on page 70 five for grammatical purpose. The suggestion was noted and made. Chairperson 71 Gutierrez entertained a motion to approve the above consent agenda. So moved by 72 Vice Chairperson Williams. Seconded by Commissioner Ryan. Chairperson Gutierrez 73 took a vote for approval: 74 Vice Chairperson Williams voted in favor. 75 Commissioner Ryan voted in favor. 76 Commissioner Holmes voted in favor. 77 Motion carried. 78 9. Public Participation. 79 There was no public participation. * consent agenda 2 80 10. Interim Executive Director's Report. 81 a. New Mexico NAHRO Winter Conference - November 13-15 82 Mr. Holguin confirmed that the HACLC registered all four commissioners for the 83 upcoming conference including himself and three other employees. The topics to be 84 discussed will be HUD changes at the state and federal level; Section 8 and Low Rent 85 Financial; PHMAP AND SEMAP; Maintenance Administration to include a maintenance 86 tour; Region II Housing Authority Technical Assistance for Home Ownership Program; 87 Commissioner overview training; and lastly Tax Credits, and FIC. The conference will be 88 held at the Hilton Inn. The Board asked if Ms. Cindy Gorman, Director of the Office of 89 Public Housing at the Albuquerque HUD office, would be attending. Mr. Holguin was not 90 certain if Ms. Gorman would be present at the conference. 91 b. By-Law Changes 92 Mr. Holguin repeated a discussion from last month's meeting concerning the 93 recommended changes to the bylaws. One change mentioned was the number of votes 94 required to carry out some board decisions regarding litigation. A proposed change is 95 for a majority vote rather than a required vote of four (4) members. Also, another 96 recommendation is to change the agenda to reflect what actually follows at the board 97 meetings. 98 Again, the proposed changes recommended by Mr. Holguin are under Article 3: 99 Sections 5 and 6 as follows: 100 Section 5 VOTES REQUIRED - In certain designated cases the Housing Authority 101 Board of Commissioners shall require four (4) affirmative votes to carry out an action. 102 These cases are designated as the following: 103 104 1. Initiating legal action (not to include civil action regarding eviction or 105 collection of rent or other charges); 106 107 2. Termination of Executive Director. 108 109 Mr. Holguin suggested eliminating line item number one. By doing this, it would only 110 require a majority vote (under Section 4 of the By-laws) to initiate legal action rather 111 than a four-member vote. 112 Chairperson Gutierrez entertained a motion to approve the change in Section 5 as 113 recommended by Mr. Holguin. So moved by Vice Chairperson Williams. Seconded by 114 Commissioner Ryan. 115 3 116 The Board held a lengthy discussion about Section 5 and decided that it would be best 117 to have their concerns referred to their attorney, Ms. Torres. The Board suggested 118 tabling Section 5 until Ms. Torres has had the opportunity to review the matter and then 119 advise the commissioners on how to go about this issue. 120 Chairperson Gutierrez entertained a motion to amend the original motion and table 121 Section 5 until Ms. Torres renders her legal opinion. So moved by Vice Chairperson 122 Williams. Seconded by Commissioner Holmes. Chairperson Gutierrez took a vote for 123 approval: 124 Vice Chairperson Williams voted in favor. 125 Commissioner Ryan voted in favor. 126 Commissioner Holmes voted in favor. 127 Motion carried. 128 The Board directed Mr. Holguin to contact Ms. Torres with regards to Section 5 under 129 Article 3. 130 In reference to Section 6 Order of Business it reads as follows: 131 1. Roll Call; 132 2. Reading and approval of the unapproved minutes of previous meetings; 133 3. Bills and communications; 134 4. Report of the Executive Director; 135 5. Reports of committees; 136 6. Unfinished Business; 137 7. New Business; 138 8. Adjournment. 139 140 Mr. Holguin recommended the following which identifies the order of business at the 141 regular meetings: 142 143 1. Roll Call; 144 2. Reading and approval of the unapproved minutes of previous meetings; 145 3. Bills and communications, 146 4. Public Participation; 147 5. Report of the Executive Director; 148 6. Recommendations by the Board; 149 7. Other Business; 150 8. Adjournment. 151 152 Chairperson Gutierrez entertained a motion to approve the change in Section 6 in the 153 agenda's format as recommended by Mr. Holguin. So moved by Vice Chairperson 154 Williams. Seconded by Commissioner Ryan. Chairperson Gutierrez took a vote for 155 approval: 156 Vice Chairperson Williams voted in favor. 157 Commissioner Ryan voted in favor. 4 158 Commissioner Holmes voted in favor. 159 Motion carried. 160 C. Report on goals 161 The HACLC's chart of goals is displayed in the board room for the staff to keep track of 162 which goals have been met thus far while working on the others. Mr. Holguin noted the 163 following: 164 1W Improve lines of communications - Mr. Holguin meets with the managers once a 165 week and with the administrative staff every other week. 166 167 1w The HACLC prepared for and completed the City Council work session. 168 169 1w The HACLC Board visit to Albuquerque HUD is still pending. 170 171 1w The hiring of an Executive Director is still pending. 172 173 While the agency has met some of its goals, the staff has been working on other goals 174 such as updating policies, establishing a resident council, the implementation of the 175 employees' recognition award and the continuous updating of the computer system. 176 d. Teen Parent Program 177 At last month's meeting, Mr. Holguin informed the Board that the Teen Parent Program 178 was looking into relocating in order to get on line with the bus route. He and Paul 179 Bazan, Housing Counselor, attended a meeting last week and the program's sponsors 180 were looking at options to either purchase or rent at another location. Mr. Holguin did 181 not believe that the program would relocate anytime soon. Lastly, a counselor has been 182 in place to oversee the teen parents residing at the RTC units. 183 e. ADA Update on Office 184 Mr. Vorenberg, Staff Architect, explained that there is a list of minor work items to be 185 performed around the office which would be completed by the week ending Friday, 186 November 22, 1996. 187 f. Update on Acquisition NM3-11 188 Mr. Vorenberg explained that he had prepared the drawing plans for the acquisition 189 project. There will be a 1-four bedroom unit, 5-two bedroom units and 13-three bedroom 190 units. There are nine lots on Utah and Chaparro, seven lots on Corbett and Garrison, 191 two lots on Fir and two lots on Winton Circle that will be purchased where the units will 192 1 be built. 5 193 He submitted documentation on October 24th to the Planning and Zoning Department 194 requesting a zoning change with regards to the Utah and Chaparro lots. It is his 195 understanding that the Planning and Zoning Department will make a favorable 196 recommendation to the Planning and Zoning Committee concerning the zoning change 197 request. 198 Mr. Vorenberg went on to say that he and Mr. Holguin have a meeting with the Planning 199 and Zoning Committee on December 11 th in order for them to consider the request and 200 then submit their recommendation to City Council. The City Council will then address 201 the issue at the meeting of February 3, 1997. It is anticipated that the CLC will honor the 202 request at which time Mr. Vorenberg will place the specifications out to bid soon after. It 203 is expected for the entire project to be completed within six months after the bid has 204 been awarded. 205 Ms. Julynne Derrick, reporter for the Las Cruces Sun-News, asked how many units does 206 the HACLC have in its housing stock. Mr. Holguin replied that there are approximately 207 500 units. She asked when was the last time the HACLC built any units and how many 208 were they. Mr. Holguin responded that it was around 1979 when the HACLC had built 209 101 units. 210 g. Board Recognition Plaques 211 Mr. Holguin proposed that former commissioners Mike Flores and Daniel V. De La O be 212 recognized for their time served on the HACLC Board. The Board agreed by suggesting 213 that they be honored at the December meeting. 214 h. Holiday Office Party 215 Mr. Holguin explained that the staff has tentatively scheduled to have a holiday office 216 party on Friday, December 20th from 1:00 p.m. to 5:00 p.m. as practiced in the past. 217 The agency anticipates continuing this tradition, therefore, Board approval is requested 218 in order to carry this out. The Board suggested that the HACLC appropriate 219 approximately $100 in non-HUD funds to purchase the food for this occasion. 220 11. Closed Session - discussion regarding limited personnel matters to include 221 the performance evaluation of the Interim Executive Director. 222 223 Mr. Holguin pointed out that pursuant to the Board's directions from last month's 224 meeting, he was to be evaluated by the commissioners thus having completed 14 years 225 with the Authority as of Friday, October 25th. 6 226 Chairperson Gutierrez entertained a motion to go into closed session at 8:15 p.m. So 227 moved by Vice Chairperson Williams. Seconded by Commissioner Ryan. Chairperson 228 Gutierrez took a vote for approval: 229 Vice Chairperson Williams voted in favor. 230 Commissioner Ryan voted in favor. 231 Commissioner Holmes voted in favor. 232 Motion carried. 233 Chairperson Gutierrez entertained a motion to reconvene into open session at 9:05 p.m. 234 So moved by Vice Chairperson Williams. Seconded by Commissioner Holmes. 235 Chairperson Gutierrez took a vote for approval: 236 Vice Chairperson Williams voted in favor. 237 Commissioner Ryan voted in favor. 238 Commissioner Holmes voted in favor. 239 Motion carried. 240 During a closed session, the Board discussed conducting Mr. Holguin's performance 241 evaluation as the Housing Manager and not as the Interim Executive Director since this 242 is not his permanent full-time job. The Board suggested having a special session 243 scheduled to conduct the evaluation thus giving the commissioners time to review his job 244 description as the Housing Manager. 245 They also discussed re-advertising the Executive Director's position by revising the last 246 job announcement and placing more emphasis on the requirements and include a salary 247 range. They also mentioned that the announcement is to be advertised in the Santa Fe 248 New Mexican, the Albuquerque Journal and Tribune, the EI Paso Times and the Herald 249 Post as well as the Las Cruces Bulletin and the Las Cruces Sun-News. 250 12. Recommendations and Comments by Board Members. 251 * Vice Chairperson Williams requested to have Ms. Hansen, the Accountant, on next 252 month's agenda in order explain the financial report and the format in which it is 253 prepared. It appears to be confusing, however, it is the commissioner's understanding 254 that HUD has certain requirements on how the financial reports are prepared. 255 * Vice Chairperson Williams made a reference to a memorandum regarding The 256 1 Personal Responsibility and Work Opportunity Reconciliation Act of 1996 which deals 7 257 with New Mexico's proposals for welfare reform that must be in place no later than July 258 1, 1997. The Board discussed the proposals in detail because they perceived them as 259 objectionable. They are concerned about the proposals since they will have an impact on 260 the majority of the HACLC's residents. The memorandum contained the name of a 261 gentleman named Duke Rodriguez to whom interested persons may address written or 262 recorded comments to him. The Board suggested getting together with staff members to 263 draft up some comments to Mr. Rodriguez with regards to the proposals. Mr. Holguin 264 stated that it was his understanding that there was going to be at meeting on Thursday, 265 November 14, 1996 at 3:00 p.m. at the Dona Ana Branch Community College by which 266 Mr. Rodriguez would attend. 267 * Vice Chairperson Williams reiterated that the Board had informed Mayor Smith that 268 they would develop some criteria that he may utilize as a guide in selecting the fifth 269 commissioner. A letter to Mayor Smith was prepared for the Chairperson's signature. 270 The Board reviewed the letter and accepted its contents. 271 * Vice Chairperson Williams briefed the Board about her trip to the National NAHRO 272 conference in San Francisco, CA. , on October 24th, 25th and 26th. The Vice 273 Chairperson talked about the tax credits training and the possible benefits of these tax 274 credits to the housing authority. She also received commissioners' training. The Vice 275 Chairperson pointed out that many of the other commissioners attending the training 276 mentioned that their attorneys attend their board meetings. 277 * Vice Chairperson Williams referred to a previous discussion that the Board has had 278 with regards to training on the Open Meetings Act. She pointed out that Acting City 279 Attorney, Pete Connelly, did not respond to Mr. Holguin's letter asking for an estimate for 280 his services in providing training on the Open Meetings Act. The Vice Chairperson 281 noted that Councilor Karen Stevens had indicated at the work session on October 14th, 282 that it did not seem appropriate to charge the HACLC. 283 Vice Chairperson Williams went on to say that she contacted Attorney General Tom 284 Udall's office on at least three (3) different occasions with regards to this training and 285 they replied that they would send someone to Las Cruces to provide the training. No 286 one from his office has been sent to the HACLC nor have they contacted the HACLC 287 1 about setting up such training. 8 288 The Board directed Mr. Holguin to contact Ms. Torres about providing the training on the 289 Open Meetings Act. They also requested that he inquire about her views on being 290 present at the board meetings. 291 Vice Chairperson Williams commented that she went over the job descriptions with 292 Mr. Holguin before final review. Upon Board acceptance, the employees will sign the job 293 descriptions and have a copy placed in their personnel files. 294 * Commissioner Ryan wondered if the HACLC has ever heard of the National Center for 295 Neighborhood Enterprise. The commissioner explained that this national association 296 has funding and will go into communities to help form Resident Councils. Mr. Holguin 297 replied that there is a statewide resident council that will be attending the New Mexico 298 NAHRO conference. The gentleman heading the council requested that Mr. Holguin 299 gather a group of residents who may be interested in forming a resident council and 300 participate in such. The gentleman will go over the formalities and requirements and 301 explain the duties of the resident council in detail to the interested group. Mr. Holguin 302 pointed out that there is funding called Tenant Opportunities Program for this statewide 303 council to come when requested to assist the HACLC with its endeavors. 304 13. Other Business. 305 * Mr. Vorenberg briefed the Board about Acquisition NM 3-6. He explained that the 306 HACLC recently bid out a project for the rehabilitation of ten units. The original intent 307 was to have twelve units rehabilitated, however, there were not enough funds in the 308 budget to rehabilitate all twelve units, so they were reduced to ten units. Mr. Vorenberg 309 prioritized the units according to greatest need. The greatest need was roofs, furnaces 310 and asbestos removal. Mr. Holguin interjected by noting that these particular units under 311 Acquisition NM 3-6 were purchased around 1988. 312 Mr. Vorenberg stated that the asbestos floor tiles need to be abated. He explained that 313 the HACLC had a preconstruction meeting with the lowest bidder that being Dynacon of 314 Las Cruces. Dynacon has done previous projects for the agency, so the HACLC is 315 familiar with their quality of work. Vice Chairperson Williams asked how much will the 316 project cost the organization. Mr. Vorenberg replied that it will be approximately 317 $300,000. He went on to say that Dynacon is submitting "shop drawings" of materials to 318 9 319 be utilized on the project. Mr. Vorenberg will check the drawings to ensure that they 320 meet specifications. He anticipates the contractor to start work around the first week of 321 11 January 1997. Before commencing the project though, the HACLC will need to relocate 322 the residents of those ten units. 323 14. Adjournment. 324 Chairperson Gutierrez entertained a motion for adjournment. So moved by 325 Commissioner Holmes. Seconded by Commissioner Ryan. Chairperson Gutierrez took 326 a vote for approval: 327 Vice Chairperson Williams voted in favor. 328 Commissioner Ryan voted in favor. 329 Commissioner Holmes voted in favor. 330 Motion carried. 331 Adjournment 9:15 p.m. 332 SEAL APPROVED BY, 333 334 °'� 5 � 'ac'N 1tE= 335 �`� ,w Nt Lorraine R. Gutierrez, Chairperso 336 11r'.r'•. !� 1961 +'� ,f 337 338 `•:M,,,,;�` *...••``'� 339 340 SUBMITTED BY, 341 342 343 344 345 Andre . Holguin, Inte ecutive Director 346 347 10