Loading...
08-13-1996 1 MINUTES OF A REGULAR MEETING OF 2 THE HOUSING AUTHORITY OF THE CITY 3 OF LAS CRUCES BOARD HELD ON 4 AUGUST 13, 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 Trevas Y. Ryan, Commissioner 16 Alice E. Holmes, Commissioner 17 Frances F. Williams, Commissioner 18 19 ABSENT: Rita Triviz, Commissioner (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 Al Vizcarra, Community Activities Coor. 26 Jerome Trojan, Asst. City Manager 27 Charles Matley, Las Cruces Security 28 Richard Elliot, Athletic Director - LCPS 29 Isabel Calderon, Award Recipient 30 Steve Trowbridge, community activist 31 32 2. Quarterly Achievement Award - Isabel Calderon. 33 34 Mr. Vizcarra enlightened the Board with Isabel Calderon's accomplishments and 35 achievements. Mr. Vizcarra explained that she is a twelve-year-old straight A student 36 at Picacho Middle School. Isabel attended computer camp and is in the tutoring 37 program. She participated in the NMSU Sports Camp this past summer. Isabel has 38 volunteered her time and service to help maintain the Valley Drive Community Center. 39 She also participates in the HACLC's Drug Awareness Days as well as the drug free 40 essay contest which is a part of the drug awareness days. In fact, Isabel helped one of 41 her peers in the essay contest with winning results. Isabel was involved in the Science 42 Fair's Invention Convention. She is a team player of the tennis program and is active in 43 Girl Scouts. Mr. Vizcarra noted that Isabel's family encourages her to do her best and 44 always aim high. Isabel is considered to be a great asset to the Community Activities 45 Program as well as in the community. Isabel's friends are in awe of her achievements 46 as she sets a great example for the rest of the young people to follow. The Board 47 congratulated Isabel for her positive endeavors and presented her with a plaque and 5 48 movie tickets compliments of Allen Theaters. Mr. Vizcarra pointed out that the Las 49 Cruces Civitan Club honored Isabel with a plaque at a luncheon. 50 3. Community Service Award - Bump Elliot, Athletic Director for LCPS. 51 Mr. Vizcarra apprised the Board of Mr. Richard "Bump" Elliot's accomplishments and 52 achievements. He explained that Mr. Elliot is the Athletic Director for the Las Cruces 53 Public Schools. Mr. Elliot has been involved in helping out the youth and families 54 attend athletic functions. He has been a wonderful resource in assisting the young 55 people participate in sports. Mr. Elliot has been instrumental as a participant in the 56 HACLC's networking with Las Cruces Public Schools via a computer link-up in 57 obtaining scholastic data on a weekly basis. The Board presented Mr. Elliot with a 58 plaque in sincere appreciation for his assistance towards the HACLC, the Community 59 Activities Program and the young people and their families. Mr. Elliot commented that it 60 was quite an honor to be recognized for one's work and accepted the plaque on behalf 61 of all the young people. He went on to say that everyone's support is needed in the 62 community as well as in the schools because children are the greatest resource for the 63 future. 64 4. Tenant Compliance Review - Curtis Powells. 65 Mr. Holguin referred back to the meeting of October 3, 1995, in which Mr. Powells 66 appealed to the Board to overturned the HACLC's decision by allowing him to be added 67 to the lease so that he may reside with his wife and children. The Board permitted Mr. 68 Powells to reside with his family on the condition that the Adult Probation and Parole 69 (APP) Office submit a monthly report regarding Mr. Powell to the authority for one year. 70 Mr. Holguin informed the Board that within the last four months the HACLC has 71 received unfavorable information concerning Mr. Powells and domestic violence. 72 Mr. Charles Matley of Las Cruces Security had a confrontation with Mr. Powells. On or 73 about July 4th, Mr. Powells was in the Walnut/Lester housing neighborhood "gunning 74 the engine"and peeling the tires (burning rubber) of his vehicle and appeared to have 75 been intoxicated. 76 He stopped by his in-laws residence at approximately 1:30 a.m. Mr. Matley reported 77 that according to the mother-in-law, she wanted Mr. Powells to leave the residence. 78 Mr. Powells was asked to leave the premises, however, he would not cooperate. The * consent agenda 6 79 police were summoned to the residence and they escorted Mr. Powells out of the 80 housing neighborhood. 81 It was later learned that Mr. Powells' wife obtained a restraining order against him and 82 was later rescinded since he was back in the home. It was also reported that one of his 83 children experienced some trouble at school and was being dealt with. It is apparent 84 that Mr. Powells is not setting a good example as a parent to his children. The Parole 85 Officer has also submitted negative reports concerning Mr. Powell. Mr. Holguin stated 86 that he and his staff have counseled with Mr. Powells to no avail. Mr. Powells was 87 informed that he would have the opportunity to present his case to the Board, however, 88 he did not appear for tonight's meeting. Mr. Holguin recommended terminating Mr. 89 Powells' tenancy and have him banned from the other housing neighborhoods. 90 Commissioner Holmes stated that when Mr. Powells met with the Board in October 91 1995, they discussed the circumstances with both he and his wife and that they both 92 agreed to the terms and conditions in allowing him to reside with the family. It was also 93 pointed out and made clear to the Powells that if the conditions were not met then Mr. 94 Powells would forfeit his housing assistance. Based on the information gathered and 95 presented to the Board, Chairperson Gutierrez entertained a motion to terminate Mr. 96 Curtis Powells' tenancy and ban him from all HACLC properties yet allowing his family 97 to continue residing at the housing neighborhood. So moved by Commissioner 98 Williams. Seconded by Commissioner Holmes. Chairperson Gutierrez took a vote for 99 approval: I uu Commissioner Ryan voted in favor. 101 Commissioner Holmes voted in favor. 102 Commissioner Williams voted in favor. 103 Motion carried. 104 * 5. Approval of the Minutes of a Special Meeting held on July 5, 1996. 105 * 6. Approval of the Minutes of a Special Meeting held on July 17, 1996. 106 * 7. Approval of the Minutes of a Special Meeting held on July 26, 1996 107 * 8. Approval of Payments for the month of July, 1996. 108 * 9. Financial reports for the period ending June 30, 1996. 109 * consent agenda 7 110 ",10. Vacancy/Eviction/Personnel and Maintenance report for the period ending 111 July 31, 1996. 112 113 * 11. Resolution No. 556 - A Resolution Approving an Amendment to Signature 114 Authority Regarding Financial Matters. 115 116 * 12. Resolution No. 557 - A Resolution Approving the Reallocation of Funds. 117 118 Chairperson Gutierrez entertained a motion to approve the above consent agenda. So 119 120 moved by Commissioner Williams. Seconded by Commissioner Ryan. Chairperson 121 122 Gutierrez took a vote for approval: 123 124 Commissioner Ryan voted in favor. 125 126 Commissioner Holmes voted in favor. 127 128 Commissioner Williams voted in favor. 129 130 Motion carried. 131 132 13. Public Participation. 133 134 Mr. Steve Trowbridge inquired if voter registration could take place at Montana Meadows 135 (a housing residence for elderly, handicapped and disabled individuals). Mr. Trowbridge 136 was informed that the HACLC does not manage nor does it have any jurisdiction at 137 Montana Meadows. Therefore, he would need to contact the Montana Meadows manager 138 to see if voter registration would be allowed on the premises. Mr. Trowbridge also asked 139 if political campaigning would be allowed on HACLC housing property. He was informed 140 that the property is federally funded, therefore, it could not be permitted. 141 14. Interim Executive Director's Report. 142 a. Check Register 143 A question was raised at last month's meeting regarding the privacy of the check register 144 as being a part of the board packet. According to Pete Connelly, Acting CLC Attorney , 145 there is no problem with the privacy concerning the HAP and UAP checks as being a part 146 of the board packet. However, if it is the Board's desire to change this practice then a vote 147 will be necessary to make the decision. 148 b. Quarterly Accounting Audit Report 149 Ms. Sharon Hansen, Accountant, briefed the Board as to the audit report performed by Mr. 150 Art Trujillo, for the last quarter. The scope of work reviewed was payroll, payroll tax audit 151 and employee benefits audit. Ms. Hansen stated that there were no audit findings. Mr. 152 Trujillo gave the HACLC an excellent review . The Board recognized the Accounting * consent agenda 8 153 Department for the great job they have done and commended them for having no findings. 154 c. ADA OFFICE/MAINTENANCE REHAB. 155 As per the Board's direction at the last meeting, the Modernization Department reported 156 on the status of the ADA rehabilitation of the administration office and maintenance work 157 area. ESA Construction, Inc., has completed the employee restrooms and office and 158 copier space at this time. They will begin rehabilitation of the public restrooms and 159 replacement of various doors throughout the administrative office beginning this week. 160 They are still working on completing the maintenance work area. 161 At the last meeting the Board was informed of a change order to correct a problem with the 162 water main and another change order related to romex wiring in the office area. ESA has 163 corrected both problems through change orders. Since that time, additional hidden 164 problems have surfaced. More romex wiring was found in the maintenance building. The 165 electrical panel did not meet code and the computer server was not on its own isolated 166 circuit as was previously believed to be the case. 167 The following budget analysis reflects all changes to date: 168 BUDGET ANALYSIS-ADA OFFICE REHAB. 169 170 1993 CGP-AVAILABLE FUNDING 171 ACCOUNT NUMBER BUDGETED EXPENDED BALANCE %REMAINING 172 26/7510/93001/470 $1,382.25 $1,382.25 $0.00 0.00% 173 26/7510/93002/470 $1,625.00 $1,625.00 $0.00 0.00% 174 26/7510/93003/470 $1,625.00 $1,625.001 $0.001 0.00% 175 26/7510/93004/470 $1,625.00 $1,625.00 $0.00 0.00% 176 TOTAL $6,257.25 $6,257.25 $0.0ol 0.00% 177 1994 CGP-AVAILABLE FUNDING 178 ACCOUNT NUMBER BUDGETED EXPENDED BALANCE % REMAINING 179 27/7510/94124/460 $63,750.00 $33,898.30 $29,851.70 46.83% 180 TOTAL $63,750.00 $33,898.311 $29,851.70 46.83% 181 182 1995 CGP 183 ACCOUNT NUMBER BUDGETED EXPENDED BALANCE % REMAINING 184 28/7510/95071/470 $12,596.37 $864.91 $11,731.46 93.13% 185 TOTAL $12,596.37 $864.91 $11,731.46 93.13% 186 187 TOTAL FUNDS AVAILABLE $82,603.62 188 CONTRACT AMOUNT $60,790.00 Contract with ESA,Inc. (Orig.Contract Amount) 189 W/GROSS RECEIPTS TAX $64,665.36 190 CONTINGENCY FUNDS $17,938.26 N.M.Gross Rec.Tax at 6.375% 191 192 CHANGE ORDER#1 $1,200.00 Electric -Office Hallway 193 CREDIT#1 $36.50 Credit-Security Alarm Broken by Contractor 194 CHANGE ORDER#2 $4,511.50 Maintenance Panel,Computer,Water Main 195 CHANGE ORDER#3 $1,285.41 Romex Wiring -Maintenance Electrician 196 CHANGE ORDER#4 197 ICHANGE ORDER#5 9 198 CHANGE ORDER#6 199 TOTAL CHANGES TO DATE $6,960.41 Percents a of Total 10.76% 200 201 ADJUSTED CONTRACT TOTAL $72,069.50 Includes Gross Receipts Tax 202 ADJUSTED CONTINGENCY $10,534.12 203 204 PAY REQUEST#1 $5,797.58 Pay requests received on 25th of each month during term of contract, paid within 30 days of receipt. 205 PAY REQUEST#2 $33,898.30 Verified by Architect and Manager before approval 206 PAY REQUEST#3 for payment is released. 5% retainage held until 207 PAY REQUEST#4 substantial completion. 2% retainage held until final 208 PAY REQUEST#5 completion. 209 TOTAL REQUESTS $39,695.88 210 211 CURRENT BALANCE DUE Scheduled completion date: October 15, 1996 212 TO CONTRACTOR $32,373.62, 213 214 Change orders will be discussed in detail at the meeting. 215 d. NAHRO Commissioner training - San Francisco, October 25th-26th 216 National NAHRO has scheduled for commissioner training to take place in San Francisco, 217 CA, on October 25th and 26th (Friday and Saturday). It was previously mentioned that 218 Commissioner Williams might be interested in attending this training. it would benefit the 219 Board to approve the travel and training at this time in order to make the necessary travel 220 arrangements. It was pointed out that by doing this now, it will enable the HACLC to take 221 advantage of the "early bird" prices for registration, air fare and hotel accommodations. 222 The NAHRO Registration Center (in Chicago) takes approximately three to four weeks to 223 send back the confirmation for one's registration and hotel information, hence the need to 224 register as early as possible. Otherwise, the agency may be faced with paying a higher 225 price for the training, air fare and hotel accommodations. 226 Chairperson Gutierrez entertained a motion to approve the expenditures for travel and 227 training for those commissioners interested in attending the NAHRO conference in San 228 Francisco on October 25th and 26th. Chairperson Gutierrez took a vote for approval: 229 Commissioner Ryan voted in favor. 230 Commissioner Holmes voted in favor. 231 Commissioner Williams voted in favor. 232 Motion carried. 10 233 e. Open Meetings Act training 234 Mr. Holguin contacted Mr. Pete Connelly, Acting CLC Attorney about training on the Open 235 Meetings Act. Mr. Connelly stated that he would be able to conduct such a training. 236 Commissioner Williams infon ied the Board that the HACLC attorney, Mary Torres, also 237 expressed an interest in conducting the training. The commissioner pointed out that it was 238 Ms. Torres' legal opinion to look into the possibility of having the Attorney General's office 239 provide the training. 240 f. Goal-setting Workshop 241 Mr. Holguin informed the Board that quotes are being obtained from various businesses 242 to determine where the workshop may be held. A final determination in the form of a 243 requisition is forthcoming and will be reported to the Board at the annual meeting (8/15). 244 15. Discussion regarding limited personnel matters. - No discussion took place. 245 16. Recommendations and Comments by Board Members. 246 • Commissioner Williams commented that Mayor Smith informed her that newcomer 247 Commissioner Triviz intends to resign from the Board due to extensive traveling 248 which will prevent her from attending any board meetings. 249 • The Board inquired about the status of the quotes being obtained from businesses 250 that conduct background checks. Mr. Holguin informed the Board that a suggestion 251 was made to contact a California company that was utilized by the Dona Ana 252 County Personnel office when they hired the new County Manager. Each company 253 will be asked to provide an estimate on the same type of background services for 254 comparability purposes. 255 17. Other Business. 256 • The Board met with Mr. Jerome Trojan, Assistant City Manager, to address various 257 issues including the relationship between the HACLC and City Council. They also 258 discussed whether or not the HACLC is actually an autonomous agency as 259 previously believed. They talked about the report that Mr. Trojan prepared which 260 was reported in the local newspaper. It was pointed out to Mr. Trojan that the Board 261 had kept the mayor informed from time-to-time throughout last year about the 262 situation going on at the HACLC. Mr. Trojan informed the Board that a work 263 session has been scheduled with City Council for September 23rd at 5:00 p.m. to 11 264 address the issues at length. 265 • At last month's meeting (7117), Mr. Hassell provided the Board with a proposed job 266 description to be taken into consideration by incorporating the Planner/Grant 267 writer's job into the Modernization Manager's job description with a possible salary 268 increase. Mr. Holguin explained that Mr. Hassell has taken on the extra duty of 269 preparing grant proposals since the separation of the former Planner/Grant writer 270 in April. The Board stated that it would need to look at it in the context of the total 271 job description, what it will incorporate and how much will it be worth. Mr. Hassell 272 stated that he has been doing the extra work since April. However, he would like 273 to know if he will be compensated for having taken on the additional duties. Mr. 274 Hassell assured the Board that he is willing to do the work but, requested that 275 consideration be given in terms of him receiving retroactive compensation. The 276 Board reassured him that they would consider his proposal and request for 277 retroactive compensation. 278 18. Adjournment. 271) Chairperson Gutierrez entertained a motion for adjournment. So moved by Commissioner 280 Williams. Seconded by Commissioner Ryan. Chairperson Gutierrez took a vote for 281 approval: 282 Commissioner Ryan voted in favor. 283 Commissioner Holmes voted in favor. 284 Commissioner Williams voted in favor. 285 Motion carried. 286 Adjournment 8:28 p.m. 287 SEA,at` =-;A4,,,� APPROVED BY, Nutt •,�,�.a • r 288 = ���•�, z�;J,.y, 289 NEW i�sCO "' : i 290 _�;; t96� :.f __ orraine R. Gutierrez, Chairperson 291 �� ''• . 292 r`'•`y �► ,, 293 294 SUBMITTED BY, 295 296 297 298 299 Anrew T. olg in, Interim cutive Dh%ctor 12