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09-10-1996 dew 1 MINUTES OF A REGULAR MEETING OF 2 THE HOUSING AUTHORITY OF THE CITY 3 OF LAS CRUCES BOARD HELD ON 4 SEPTEMBER 10, 1996 5 6 The Board Meeting of the Housing Authority of the City of Las Cruces was held at 6:00 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 Vice Chairperson Williams. 13 14 MEMBERS: Frances F. Williams, Vice Chairperson 15 Trevas Y. Ryan, Commissioner 16 Alice E. Holmes, Commissioner 17 18 ABSENT: Lorraine R. Gutierrez, Chairperson 19 (excused) 20 21 OTHERS: Andrew T. Holguin, Interim Exe. Director 22 Caroline Velarde, Executive Secretary 23 Sharon Hansen, Accountant 24 Tom Hassell, Interim Dep. Dir/Mod. Mgr. 25 Joe Sandoval, Maint. Mechanic A 26 Al Vizcarra, Community Act. Coord. 27 Jamal Mayhew, NMSU Grad Student 28 Tim Adams, NMSU Grad Student 29 30 * 2. Approval of the Minutes for a Special Meeting held on .August 9, 1996. 31 32 * 3. Approval of the Minutes for a Regular Meeting held on August 13, 1996. 33 t 34 * 4. Approval of the Minutes for an Annual Meeting held on August 15, 1996. 35 36 * 5. Approval of the Minutes for a Special Meeting held on August 23, 1996. 37 38 * 6. Approval of the Minutes for a Special Meeting held on August 26, 1996. 39 40 * 7. Approval of Payments for August 1996. 41 42 * 8. Financial reports for the period ending July 31, 1996. 43 44 * 9. Vacancy/Eviction/Personnel and Maintenance report for August 1996. 45 46 * 10. Resolution No. 558 - A Resolution Approving an Amendment to Signature 47 Authority Regarding Financial Matters. 48 49 Vice Chairperson Williams inquired if there were any corrections, deletions or additions 50 to be made in the minutes on the consent agenda. Commissioi ier Holmes pointed out 51 that one sentence on lines 29 and 30 on page 13 was worded incorrectly. The 52 commissioner noted that the sentence read "Seconded by Commissioner Holmes." It 53 should read "So moved by Commissioner Holmes." The correction was noted and 54 made. Commissioner Holmes also pointed out that another correction needed to be "' consent agenda I t 55 made on line 51 on page 16. The minutes for that particular meeting noted that the 56 commissioner had been absent, however, on line 51 it shows that the commissioner 57 supposedly voted in favor for adjournment. The correction was noted and made. 58 Vice Chairperson Williams entertained a motion to approve the above consent agenda 59 as corrected. So moved by Commissioner Holmes. Seconded by Commissioner Ryan. 60 Vice Chairperson Williams took a vote for approval.- 61 pproval:61 Commissioner Ryan voted in favor. 62 Commissioner Holmes voted in favor. 63 Motion carried. 64 11. Public Participation. 65 Mr. Jamal Mayhew and Mr. Tim Adams stated that they are both NMSU graduate 66 students taking a social work class. They are required to attend and observe a policy- 67 making board meeting and do research on the subject. 68 12. Interim Executive Director's Report. 69 a. FSS graduate - Alma De La Garza 70 Mr. Holguin stated that Mrs. Alma De La Garza is the third participant to successfully 71 complete the HACLC's Family Self-Sufficiency (FSS) Program. He briefly explained 72 that Mrs. De La Garza became an FSS participant in July, 1993. At the time, Mrs. De 73 La Garza was a young widow raising her two small children. She was employed at a 74 small food establishment. During the next two years, Mrs. De La Garza continued to 75 obtain better paying jobs at larger restaurants. 76 In November, 1995, Mrs. De La Garza decided to make a career change. She obtained 77 employment at an insurance company. Mrs. De La Garza then successfully passed the 78 New Mexico state licensing exam on April 16, 1996. She is currently a licensed 79 insurance agent with American National Insurance Company. Also, in July 1996, Mrs. 80 De La Garza received a check for approximately $1,000. She and her family will soon 81 be the owners of a new three bedroom home purchased through Tierra Del Sol. 82 b. Annual report for FY96 83 Mr. Holguin reiterated that at the Annual Meeting of August 15th that the Board elected 84 Mrs. Frances Williams as the Vice-Chairperson and Mrs. Lorraine Gutierrez as the 2 85 Chairperson. Congratulations were extended to both ladies as they accepted the 86 positions. A complete annual report was also submitted with the highlights of the report 87 listed as follows: 88 PHMAP- HUD scored HACLC a 100%, a High Perform6," status. 89 NM3-10 Scattered Site Project - was completed and lease-up was on schedule 90 (April 1, 1996). 91 Comprehensive Grant Program - HUD awarded the HACLC $427, 282.00 to 92 rehabilitate approximately 12 of the 38 units in the NM3-6 project. 93 Grants - those awarded were a Dona Ana County Youth Empowerment grant, 94 Community Health Incentive grant and two Drug Elimination grants, which 95 were/are used to support the Community Activities Program. 96 School Drop-Out Rate - decreased from 11.2% (last fiscal year-end 1995 ) to 97 8.3% which is below the Las Cruces Public School rate of 11.6%. 98 FSS Graduate - we celebrated our first family self-sufficiency graduate this past 99 June. The graduate is a recipient of over $3,000.00 from the FSS Program, is 100 employed and is a first-time homeowner. 101 102 C. Resolution No. 559 - A Resolution to Approve the Public Housing 103 Management Assessment Program (PHMAP) Certification for the 104 year ending June 30, 1996. 105 106 Mr. Holguin stated that the HACLC completed its self-evaluation on the PHMAP report. 107 All indicators were determined and it is anticipated that the agency will be considered a 108 high-performer once again. The HACLC will be submitting the HUD form to the 109 Albuquerque HUD office for further evaluation. There will be a comprehensive score 110 made up of other indicators. These other indicators are Modernization, Energy III Consumption, Operating Reserves, and Development. Since Vice Chairperson 112 Williams is fairly new to the Board, Mr. Hassell briefly explained the PHMAP process 113 and the purpose for certification via resolution. 114 Vice Chairperson Williams entertained a motion to approve Resolution No. 559 as 115 presented to the Board. So moved by Commissioner Holmes. Seconded by 116 Commissioner Ryan. Vice Chairperson Williams took a vote for approval: 117 Commissioner Ryan voted in favor. 118 Commissioner Holmes voted in favor. 119 Motion carried. 120 121 122 3 123 d. Implementation of policies - Home Ownership Opportunities; Anti- 124 Drug Strategy,and Security; Resident Participation and Management; 125 Economic Development and Self-Sufficiency. 126 Mr. Holguin stated that as per Indicator 11 of the PHMAP, HUD requested that the 127 aforementioned policies be in place. He explained that the HACLC does not officially 128 have the policies in writing, however, the agency adheres to the PHMAP indicator in 129 every respect. Mr. Holguin proposed that the said policies be reviewed by the Board 130 and then adopted via resolution at next month's regular meeting. The Commissioners 131 questioned why the policies had not been previously written when the PHMAP was 132 brought forth to the Board in the past for certification. Mr. Holguin explained that under 133 the former administration HUD had knowledge of the fact that the HACLC did not have 134 these policies written in place. However, the agency was granted points for this 135 indicator because the agency had adhered to them in every aspect. Mr. Holguin went 136 on to say that he is taking measures to correct this matter by proposing the Board's 137 adoption of these policies. The Board reviewed the policies and suggestions were 138 made revising the policies. The corrections were noted and Vice Chairperson Williams 139 entertained a motion to adopt the aforementioned policies. So moved by 140 Commissioner Holmes. Seconded by Commissioner Ryan. Vice Chairperson Williams 141 took a vote for approval: 142 Commissioner Ryan voted in favor. 143 Commissioner Holmes voted in favor. 144 Motion carried. 145 e. Temporary Admission Secretary and Planner/Grant writer positions 146 Mr. Holguin explained that the Admissions Secretary will be taking maternity leave in 147 the near future. After fulfilling the recruiting requirements on August 28, 1996, a 148 temporary employee was hired to assist the Admissions Counselor in the absence of 149 the regular secretary. The temporary employee was a Project Forward volunteer who 150 had been assisting the agency since July 18, 1996. At the present time, the temporary 151 employee is going through extensive and comprehensive traini% to assist the 152 Admissions Counselor and the rest of the staff. 153 Mr. Holguin further explained that the Modernization Manager's, duties have been 154 amended to include limited duties of the Planner/Grant Writer position. This 4 155' amendment will be temporary for approximately six months or iess. If the six months 156 are completed, the future Executive Director will need to reevauate the position. The 157 Modernization Manager will be compensated for the additional duties at 10% above his 158 base salary. 159 f. Appointment to Advisory Committee 160 Mr. Holguin stated that on occasion the public invites a HACLC staff member to 161 participate as a board member on their committees. For instance, Southwest 162 Counseling Center has extended an invitation to Mr. Holguin to participate on their 163 advisory committee. Mr. Holguin expressed interest in attending and sought the 164 Board's feedback. The Board advised Mr. Holguin to accept the position and 165 encouraged the rest of the employees to welcome such invitations. 166 g. Use of legal counsel 167 • It was previously suggested that the Board review attorney Mary Torres' status 168 with the HACLC and the possibility of utilizing her services through the use of a 169 retainer. Mr. Holguin had spoken with Ms. Torres, who stated that the method of 170 compensation for her services has been satisfactory. A retainer would be 171 unnecessary. Ms. Torres also expressed that she would be willing to preside at 172 the board meetings if the Board felt it necessary. 173 • In regards to training on the Open Meetings Act, Ms. Torres felt that the training 174 should come from the Attorney General's office. However, if they were 175 unavailable, then she would conduct the training. 176 • Mr. Holguin suggested that the HACLC continue to utilize the City Attorney's 177 office for all of the agency's legal counseling as has been the practice in the 178 past. Assistant City Manager, Jerome Trojan had previously given the same 179 advice. Mr. Holguin had spoken with the Acting City Attorney, Pete Connelly, 180 who did not foresee a problem with this matter. The cost is considerably less 181 when utilizing the City Attorney rather than a private attorney. The relationship 182 between the CLC and the HACLC would be better. 183 h. Revise HACLC By-Laws 184 Mr. Holguin explained that the Board had previously mentioned the possibility of 185 amending the present By-Laws. The recommend changes are as follows: 186 1. Article 3 Section 5 - Votes Required, should be deleted from the By-Laws. 187 Under the New Mexico Meetings Act there is no provision concerning the number of 188 votes required to terminate an Executive Director or for litigation.. It was suggested that S AWN. AMA 189' the Board continue with the HACLC's By-Law, Article 3 Section 4., when taking action. 190 The section states in part: "an action may be taken by the Authority upon a vote of a 191 majority of the commissioners present." 192 2. Article 3 Section 6 - Order of Business. Amendments (in bold) were made 193 to the following agenda to coincide with the way the Board conducts the order of 194 business at the regular meetings: 195 1. Roll Call; 196 2. Reading and approval of the unapproved minutes of previous meetings; 197 3. Bills and communications, 198 4. Public participation, 199 5. Report of the Executive Director, 200 6. Recommendations by the Board 201 7. Other business; 202 8. Adjournment. 203 It was also noted that public participation was added to the agenda while other business 204 was added to replace old and new business. The above agenaa best identifies the 205 order of business conducted at the regular meetings. Mr. Holguin concluded that 206 these are the proposed amendments and will await for further instructions from the 207 Board in this matter. 208 i. Proposed goals and objectives outlined on August 23, 1996. 209 Mr. Holguin stated that on August 23, 1996, during a workshop goals for the HACLC 210 were proposed. The employees have already started working on most of the goals as 211 indicated below: 212 • The management staff will soon begin to work on the City Council Meeting 213 scheduled for September 23, 1996. 214 • The staff is assisting the Board with the recruitment and Firing of the Executive 215 Director. 216 • The management staff has updated and/or proposed the following polices: 217 - By-laws - proposed amendments, 218 - Home Ownership Opportunities - proposed, 219 - Anti-drug strategy and security - proposed, 220 - Resident participation and management - proposed, 221 - Economic Development and self-sufficiency - proposed; 6 222 • Improving the lines of communication - there have been two managers meetings 223 and one housing staff meeting held since the workshop. 224 • Establish a Resident Council - A Resident Participation and Management policy 225 is proposed. 226 j. Upcoming work session with City Council on September 23, 1996 227 Mr. Holguin reiterated that a work session with City Council has been scheduled for 228 September 23, 1996 at 5:00 p.m. as per Mr. Trojan, Assistant City Manager. The 229 management staff will meet to review and rebut Mr. Trojan's memorandum and to 230 identify the benefits of the HACLC's status of autonomy. The board suggested that a 231 special meeting tentatively scheduled for September 19th at 6:00 p.m. be held in order 232 to prepare for the work session. 233 13. Closed Session - discussion regarding limited personnel matters concerning 234 Executive Director's position. 235 236 Vice Chairperson Williams entertained a motion for to go into cosed session at 8:05 237 p.m. So moved by Commissioner Holmes. Seconded by Commissioner Ryan. Vice 238 Chairperson Williams took a vote for approval: 239 Commissioner Ryan voted in favor. 240 Commissioner Holmes voted in favor. 241 Motion carried. 242 Vice Chairperson Williams entertained a motion to reconvene to open session at 8:30 243 p.m. So moved by Commissioner Holmes. Seconded by Commissioner Ryan. Vice 244 Chairperson Williams took a vote for approval: 245 Commissioner Ryan voted in favor. 246 Commissioner Holmes voted in favor. 247 Motion carried. 248 The Board discussed the resumes of the candidates for the position of Executive 249 Director. The Board also discussed what steps they would take with regards to 250 reviewing additional resumes for the Executive Director's position. 251 14. Recommendations and Comments by Board Members. None were made. 252 15. Other Business. 253 • A copy of a memorandum from Ms. Robbie Levey, FSS Coordinator, was 254 included in the packet for the Board's perusal. Ms. Levey was reporting on the 7 255 first meeting of the FSS Coordinators of Southern New Mexico and West Texas. 256 • Mr. Holguin stated that Chairperson Gutierrez attended the court hearing 257 regarding the HACLC versus the Sun-News. Mr. Weinbrenner (attorney) stated 258 that the HACLC was not going to appeal the Judge's decision. The release of 259 the documents will be made after some wording in the language has been 260 changed. Mr. Holguin also stated that the Chairperson requested that a locking 261 file cabinet be purchased in order for the Board to maintain documents. 262 16. Adjournment. 263 Vice Chairperson Williams entertained a motion for adjournment. So moved by 264 Commissioner Holmes. Seconded by Commissioner Ryan. Vice Chairperson Williams 265 took a vote for approval: 266 Commissioner Ryan voted in favor. 267 Commissioner Holmes voted in favor. 268 Motion carried. 269 Adjournment 8:35 p.m. 270 SEAL APPROVED BY, THE CT} F 271 • . � 272 UEW�MEXIC0 273 274 Lorraine R. Gutierrez, Chairperson 275 276 277 278 279 SUBMITTED BY, 280 281 - , 282 283 �� -- 284 Andrew T. olgu n, Interi xe tive Director 285 286 8