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10-08-1996 i A 1 I MINUTES OF A REGULAR MEETING OF 2 THE HOUSING AUTHORITY OF THE CITY 3 OF LAS CRUCES BOARD HELD ON 4 OCTOBER 8, 1996 5 6 The Board Meeting of the Housing Authority of the City of Las Cruces was held at 6:15 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, Interim Dep. Dir/Mod. Mgr. 22 Jack King, Las Cruces Sun-News 23 24 Chairperson Gutierrez stated that Commissioner Holmes will be approximately thirty 25 26 minutes late for the meeting per a telephone conversation. 27 28 * 2. Approval of the Minutes for a Regular Meeting held on September 10, 1996. 29 30 * 3. Approval of the Minutes for a Special Meeting held on September 18, 1996. 31 32 * 4. Approval of Payments for September 1996. 33 34 * 5. Financial reports for the period ending August 31, 1996. 35 36 * 6. Vacancy/Eviction/Personnel and Maintenance report for September 1996. 37 38 * 7. Resolution No. 561 - A Resolution to Approve the Home Ownership 39 Opportunities Policy. 40 41 * 8. Resolution No. 562 - A Resolution to Approve the Anti-Drug Safety and 42 Security Policy. 43 44 * 9. Resolution No. 563 - A Resolution to Approve the Resident Participation and 45 Management Policy. 46 47 * 10. Resolution No. 564 - A Resolution to Approve the Economic Development 48 and Self-Sufficiency Policy. 49 50 Chairperson Gutierrez pointed out that line 12 on page one of the minutes for 51 September 10th contained a mistake. Line 12 indicates that the Chairperson was 52 presiding over the meeting when in actuality she was absent as stated on line 18. The 53 correction was noted and made. 54 * consent agenda 1 • i , 55 Chairperson Gutierrez entertained a motion to approve the above consent agenda. So 56 moved by Vice Chairperson Williams. Seconded by Commissioner Ryan. khairperson 57 Gutierrez took a vote for approval: 58 Vice Chairperson Williams voted in favor. 59 Commissioner Ryan voted in favor. 60 Motion carried. 61 11. Public Participation. 62 Mr. Jack King stated that he is a reporter for the Las Cruces Sun-News and took over 63 for Mr. Terrance Vestal who relocated to Taos, NM. Mr. King went on to say that he 64 wanted to attend the meeting for observation purposes. 65 12. Interim Executive Director's Report. 66 a. Resolution No. 565 - A Resolution Providing Board Certification with 67 Procurement Procedures. 68 69 Mr. Holguin stated that HUD requested that board certification be submitted in 70 resolution format stipulating that the commissioners will comply with the HACLC's 71 established procurement policy as per Section 13-1-125B of the State Procurement 72 Policy and in accordance with Federal procurement standards. It was the Board's 73 understanding that they have been in compliance with the procurement procedures and 74 will continue to do so. Therefore, they requested that the word "future" be deleted from 75 two sentences within the resolution. Otherwise it indicates that the Board has not 76 complied with the procurement policy in the past or present. The correction was noted 77 and made. 78 Chairperson Gutierrez entertained a motion to approve Resolution No. 565 as 79 corrected. So moved by Vice Chairperson Williams. Seconded by Commissioner 80 Ryan. Chairperson Gutierrez took a vote for approval: 81 Vice Chairperson Williams voted in favor. 82 Commissioner Ryan voted in favor. 83 Motion carried. 84 85 2 ' I i 119 She will also assist the CAP staff in the tutoring program and other youth activities. 120 Chairperson Gutierrez entertained a motion to approve Resolution No. 568. So moved 121 by . Seconded by Commissioner. Chairperson Gutierrez took a vote for approval: 122 Vice Chairperson Williams voted in favor. 123 Commissioner Ryan voted in favor. 124 Commissioner Holmes voted in favor. 125 Motion carried. 126 e. Acting City Attorney 127 Mr. Holguin stated that he wrote a letter to Mr. H. Pete Connelly, Acting City Attorney, 128 in reference to the possibility of assisting the HACLC with future legal counsel. Mr. 129 Holguin awaits Mr. Connelly's response so that he may report back to the Board with 130 Mr. Connelly's answer. 131 f. Chart on Goals 132 At the Board's request, a chart of the HACLC's goals was prepared for the Board 's 133 review. The Board was pleased with the work that the staff put into preparing the chart 134 and thanked them for a job well done. 135 g. City Council work session on October 14, 1996 136 The Board requested that a set of view graphs be prepared for the October 14th work 137 session with City Council. They also requested that the City Council be supplied with a 138 copy of the HACLC's annual report. It is the Board's understanding that Vice 139 Chairperson Williams will be the spokesperson for the HACLC at the work session. Mr. 140 Holguin stated that he and his staff will be in attendance for further assistance. 141 h. Filing cabinet 1.32 The Board requested that a four drawer legal size filing cabinet be obtained for their 143 use. It was suggested that the cabinet be kept either in the vault or in the Executive 144 Director's office with the commissioners having access to the filing cabinet only. 145 i. Renewal of HACLC By-laws 146 At last month's meeting, Mr. Holguin recommended changes to the HACLC's By-Laws 147 concerning Article 3 Sections 5 and 6. The Board stated that the By-Laws needed to 4 148 be reviewed in its entirety and that recommended changes be brought forth at next 149 month's meeting. 150 j. RTC Resident 151 Mr. Holguin explained that an RTC resident retained an attorney who intends to file 152 against the HACLC for injuries received during a fall that occurred outside the front 153 door of the resident's apartment. The resident claims to have slipped in a water puddle 154 that gathered at the front door after a rainstorm on or about June 29, 1996. According 155 to the resident, the extent of injury was at the knee which required surgery. The 156 HACLC's insurance company has been informed of this matter. Mr. Holguin concluded 157 that he will keep the Board apprised of the situation. The Board was furnished with 158 copies of the correspondence from the resident and the attorney as requested. 159 k. Interim Executive Director's performance evaluation 160 Mr. Holguin stated that he will have completed 14 years of service with the HACLC as 161 of October 25th, and informed the Board that he will be due for a performance 162 evaluation in accordance to the Authority's personnel policy and procedures manual. 163 The Board stated that they will evaluate Mr. Holguin at the next regular board meeting 164 of November 12, 1996. 165 13. Closed Session - discussion regarding limited personnel matters. 166 Chairperson Gutierrez entertained a motion to go into closed session at 8:10 p.m. So 167 moved by Vice Chairperson Williams. Seconded by Commissioner Ryan. 168 Chairperson Gutierrez took a vote for approval: 169 Vice Chairperson Williams voted in favor. 170 Commissioner Ryan voted in favor. 171 Commissioner Holmes voted in favor. 172 Motion carried. 173 Chairperson Gutierrez entertained a motion to reconvene back to open session at 9:45 174 p.m. So moved by Vice Chairperson Williams. Seconded by Commissioner Holmes 175 Chairperson Gutierrez took a vote for approval: 176 Vice Chairperson Williams voted in favor. 5 177 Commissioner Ryan voted in favor. 178 Commissioner Holmes voted in favor. 179 Motion carried. 180 During the closed session the Board discussed pending litigation, personnel matters to 181 include the review of the position descriptions for the staff and also the filling of the 182 Executive Director's position. 183 Mr. King inquired if the Board made a decision on filling the Executive Director's 184 position. The Board replied no. Mr. King asked if the discussion was simply to address 185 the Executive Director's job description. The Board replied no. Vice Chairperson 186 explained that the HACLC had job descriptions in place which were approved by the 187 Board. However, there is some confusion with the staff with regard to the position 188 descriptions that were approved by the Board versus the ones that they have now. She 189 pointed out that the Board had address this issue before. The Board reaffirmed that 190 they will continue with the job descriptions that the Board approved previously and give 191 the staff the opportunity to go over them once again in order to conclude as to which 192 job descriptions they are working under. Vice Chairperson Williams and Mr. Holguin 193 made an appointment for October 15th, to review the job descriptions. Mr. King asked 194 when were the job descriptions approved by the Board. The Board replied that they 195 were completed in the latter part of 1995 and approved in April 1996. 196 Mr. King read a letter from Ms. Margaret Markham that was sent to the Sun-News in 197 I reference to the minutes of the regular board meeting on August 9, 1996. Ms. I 198 ` Markham wrote that the Board went into closed session in order to interview Mr. Alvin 199 Watson, a candidate for the Executive Director's position. She noted that since then 200 there has not been any word made public regarding this matter. The Board replied that 201 they are still searching for an Executive Director. Mr. King stated that if the Board has 202 a short list of the top four or five candidates, the Sun-News would like to have a copy of i 203 that list in addition to copies of the candidates' resumes. 204 I The Board informed Mr. King that they do not have a short list at this time. They went 205 on to say that they have pre-screened approximately ten candidates by telephone. Of 206 the ten, Mr. Watson was the only one who agreed to come to Las Cruces at his own 6 I 207 expense to be interviewed on site. Two of the other candidates had salary 208 requirements that the HACLC could not meet. The Board is down to looking at the next 209 five candidates. When the Board does have a short list they will honor the Sun-News 210 request. 211 14. Recommendations and Comments by Board Members. 212 Commissioner Ryan wondered if plaques could be given to the residents and 213 perhaps offer a stipend for the best kept yard in the housing neighborhoods. 214 Vice Chairperson Williams referred to the minutes of March 12, 1996 in which 215 the commissioners had a discussion about hiring a Licensed Journeyman 216 Electrician for the HACLC and inquired if someone was hired at the hourly rate 217 of $8.50 as agreed at that meeting. Mr. Holguin provided verification that an 218 employee was hired at that hourly rate. It was the Vice Chairperson's 219 understanding that the Licensed Journeyman Plumber was also getting $8.50 an 220 hour. Mr. Holguin was not able to confirm that. Vice Chairperson Williams 221 commented that they are both licensed employees and supposed to be at the 222 same comparable salary. She suggested that perhaps it could be research 223 since the foreman had her questioned about it. 224 Mr. Holguin stated that if the foreman had a question about the employees' 225 salaries he should have brought it to the director's attention and not the Board's. 226 The Board agreed with Mr. Holguin. Vice Chairperson stated that she had a 227 question about the electrician's wages because she was not sure if the 228 employee was receiving the hourly rate that was agreed upon. Mr. Holguin 229 pointed out that if the Vice Chairperson had a concern about the wages either he 230 or the Accounting Department could have given her the information without 231 having to go through the employees. The Board suggested that Mr. Holguin 232 advise his staff on the proper reporting procedures in order to avoid these 233 problems. 234 i; Vice Chairperson Williams stated that she agrees with Mr. Holguin that it is a 235 bad policy to respond to an employee who approaches the Board which is why 236 she is against such conduct. 237 Vice Chairperson Williams inquired if the HACLC has a "code of ethics." Mr. 238 Holguin replied that it is contained in the personnel policy and is directed only 239 towards the employees and not the Board Members. The Vice Chairperson 240 believes that when someone comes on board a form should be signed. 241 15. Other Business. 242 Mr. Holguin stated the HACLC held a contest for the housing residents to select 243 ( a name for the monthly newsletter that it publishes for the residents. Ms. Ana 244 ( Castillo won the contest by coming up with the name "Housing Insights." She 7 AV 245 was awarded a $25 stipend. 246 Mr. Holguin stated that the HACLC applied for and was awarded a Technical 247 Assistance Grant for the drug elimination program. Mr. Holguin explained that a 248 consultant will come down to the HACLC and evaluate the agency and give 249 recommendations on changes that the Authority should use in accordance with 250 the drug elimination grant. The consultant will also give the agency insight on 251 future funding. Mr. Hassell explained that the grant is up to $15,000, but the 252 agency does not actually see the money because HUD pays the consultant 253 directly. HUD sent an approved list of consultants that the HACLC ranked and 254 rated in-house and made its selection. In this case, the HACLC selected 255 Godfrey and Associates of Texas. 256 Mr. Holguin stated that the HACLC received a Family Self-Sufficiency grant to 257 pay for the FSS Coordinator's salary. The grant is worth $27,000. 258 Mr. Holguin stated that the HACLC has been informed they will be receiving 259 approximately $170,500.00 from the Drug Elimination Grant for the Community 260 Activities Program. This will help fund the Community Activities Coordinator's 261 and Assistant Community Activities Coordinator's salaries. 262 The Board was shown a plaque that is given to local vendors who are in 263 tobacco compliance. Mr. Holguin explained how the tobacco compliance checks 264 are conducted. The teens do not have any money with them on hand when they 265 ask the vendors to sell them cigarettes. If the vendors attempt to sell the teens 266 the cigarettes the kids will the sale giving an excuse such as lack of funds. The 267 teens report back to Mr. Vizcarra about what transpired utilizing a two page 268 checklist. Mr. Vizcarra then informs the Department of Health about that 269 I particular vendor. The Department of Health issues a letter to the vendor 270 advising them of their non-compliance. The department then has Mr. Vizcarra 271 and the teens go back to the vendor and give them information on tobacco 272 compliance. 273 �) Mr. Holguin apprised the Board that the Teen Parent Program Administrator is 274 proposing to move the entire program from the RTC area and relocate to another 275 section of town in order to get in line with the bus route. Lack of transportation 276 has been difficult for the teen residents. Mr. Holguin pointed out that there is 277 supposed to be a counselor available on the premises 24 hours a day. 278 According to the on-site apartment manager, someone is there only during the 279 day. Mr. Holguin stated that he offered to have the program residents relocated 290 to the Montana apartments. The drawback is that there are no laundry facilities 281 available at the Montana property. 282 The Board wondered why is there no counselor after hours since they recall that 283 the original intent was to have someone available at all times. Mr. Holguin 8 291 replied that he does not know why. He pointed out that Community Action 292 Agency works and supervises the counselors. Vice Chairperson Williams 293 asked how many residents would be relocating. Mr. Holguin replied that four (4) 294 families would be moving. Mr. Holguin provided the Board with a copy of the 295 RTC resolution that shows the HACLC's approval to participate in the program. 296 He called the Board's attention to the last page which mentions the agreement 297 with the Teen Parent Program. There was a lengthy discussion about some of 298 the problems that the on-site apartment manager was experiencing with the teen 299 residents. Mr. Holguin pointed out that the Board which is comprised of different 300 agencies for the program is aware of the situation and are just as concerned 301 about the issue. 302 303 01 Mr. Hassell explained that HUD has a "NOFA" (notice of funds available) for an 304 Economic Development Supportive Services Grant (EDSS) which is similar to 305 the Family Investment Center grant which the HACLC had previously applied for 306 in the past. One major exception is that the EDSS does not have the 307 construction aspect to it. In other words, the HACLC will not be adding a center 308 to its building. In order to answer some of the state and federal cutbacks and 309 welfare reform, the intent is to get the residents involved in what is termed 310 "entrepreneurial" training and education. The supportive services would be day 311 care, transportation and other means in order to help the residents be able to 312 take advantage of the entrepreneurial education and training with the ultimate 313 goal being job placement. 314 Mr. Hasssell further explained that he has been working with Ms. Levey and Mr. 315 Vizcarra getting ideas on who the agency can collaborate with to get the grant 316 set up and where to get supportive services. Commitments have been made by 317 Families & Youth, Inc., the NMSU day care and Dona Ana Branch Community 318 College. It is believed that most of the people who dealt on board with the 319 HACLC for the Family Investment Center will probably be more than willing to 320 get involved primarily because it is the same function. The grant is worth 321 approximately $1 million dollars. Based on preliminary estimates, the HACLC 322 will ask for $300,000 to $500,00. The grant will cover a three (3) year period. 323 9 321 Another major aspect is that the HACLC will hire a Resident Service 322 Coordinator who will be a resident and basically perform the same functions as 323 does the FSS Coordinator for the FSS program. 324 325 16. Adjournment. 326 Chairperson Gutierrez entertained a motion for adjournment. So moved by Vice 327 Chairperson Williams. Seconded by Commissioner Holmes. Chairperson Gutierrez 328 took a vote for approval: 329 Vice Chairperson Williams voted in favor. 330 Commissioner Ryan voted in favor. 331 Commissioner Holmes voted in favor. 332 Motion carried. 333 Adjournment 10:20 p.m. 334 SEAL APPROVED BY, 335 336 ' r � }�NEYt IfLX� 337 338 ��o '�•»� t'�,,.+� Lorraine R. Gutierrez, Chairpers 339 340 341 342 343 SUBMITTED BY, 344 345 346 _ 347 348 Andr .M Iguin, Int "mxecutive Director 349 350 351 10