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07-17-1996Spec 1 MINUTES OF A SPECIAL MEETING. OF 2 THE HOUSING AUTHORITY OF THE CITY 3 OF LAS CRUCES BOARD HELD ON 4 JULY 17, 1996 5 6 The Board Meeting of the Housing Authority of the City of Las Cruces was held at 6:30 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 —W15 .._.__ ..... . . _._ _.._ ..__. Trevas Y. Ryan, Commissioner 16 Frances F. Williams, Commissioner 17 18 ABSENT: Alice E. Holmes, Commissioner 19 (excused) 20 21 OTHERS: Andrew T. Holguin, Interim Exe. Director 22 Caroline Velarde, Executive Secretary 23 Sharon Hansen, Accountant 24 Al Vizcarra, Community Act. Coord. 25 Tom Hassell, Mod. Mgr./Interim Dep. Dir 26 27 * 2. Approval of the Minutes for a Special Meeting held on June'6, 1996. 28 29 * 3. Approval of the Minutes for a Regular Meeting held on June 11, 1996. 30 31 * 4. Approval of the Minutes for a Special Meeting held on June 28, 1996. 32 33 * 5. Approval of Payments for June, 1996. 34 35 * 6. Financial reports for the period ending May 31, 1996. 36 37 * 7. Vacancy/Eviction/Personnel and Maintenance report for June 1996. 38 39 Chairperson Gutierrez entertained a motion to approve the above consent agenda. So 40 moved by Commissioner Williams. Seconded by Commissioner Ryan. Chairperson 41 Gutierrez took a vote for approval: 42 Commissioner Ryan voted in favor. 43 Commissioner Williams voted in favor. 44 Motion carried. 45 8. Public Participation. 46 There was no public participation. 47 9. Interim Executive Director's Report. 48 a. Youth Leadership Development Program 49 Mr. Vizcarra explained that Mrs. Lori Alvarado, Director of the Youth Leadership 3 50 Development Program of HUD from Kansas, MO, conducted an on-site visit to the 51 HACLC's housing neighborhoods on June 20th and 21 st. Mrs. Alvarado met with 52 HACLC youth participants of the Teens Needing Teens (TNT) program and the 53 Community Activities Program staff and measured objectives and goals that were 54 identified by the HACLC youth residents. Mrs. Alvarado indicated at the exit interview 55 that the HACLC's Community Activities Program was rated very highly and that she 56 greatly appreciated the special assistance shown by Mr. Holguin, the Interim Executive .57 ,Director, and. Chairperson.Gutierrez. 58 The on-site visit went extremely well. Mrs. Alvarado would like the HACLC to be 59 considered as part of HUD's Technical Assistance group project. The concept is to 60 have the participants of the Teens Needing Teens (TNT) program train youth residents 61 from other housing authorities to develop a similar program such as TNT. Mr. Vizcarra 62 mentioned that Mrs. Alvarado wrote a letter of thanks and acknowledged the 63 Community Activities Program and the wonderful work it has been doing and was 64 pleased with what she heard and observed. Mr. Vizcarra pointed out that the TNT 65 participants wrote a letter to the Las Cruces Bulletin regarding the TNT program and 66 the on-site visit with Mrs. Alvarado from the YDLP which will be published in the near 67 future. 68 b. 1995 ASSIST Grant 69 Mr. Vizcarra explained that the HACLC's Community Activities Program (CAP) was 70 awarded an additional $2,000 on its 1995 ASSIST Grant by the New Mexico 71 Department of Health to conduct a tobacco compliance check and provide youth and 72 merchant education and training. A compliance check was conducted on Friday, July 73 5, 1996. Mr. Vizcarra mentioned that the Teens Needing Teens (TNT) program will be 74 displaying their tobacco-free project at the New Mexico Tobacco Control Showcase '96, 75 presented by the New Mexico Department of Health on Thursday, August 15, 1996 in 76 Albuquerque, NM. 77 Mr. Vizcarra pointed out that the HACLC was notified that the New Mexico Department 78 of Health recently awarded the CAP program an additional $7,000 for the ASSIST 79 Grant in order to conduct approximately 20 more compliance checks in the next 12 80 months. The New Mexico Department of Health contacted Mr. Vizcarra to do these 4 81 checks. The HACLC was one of the first agencies in New Mexico to conduct 82 compliance checks. The HACLC was the only housing authority in New Mexico to 83 receive the ASSIST Grant. 84 c. Drug Awareness Days 85 Mr. Vizcarra explained that the Community Activities Program in conjunction with the 86 Las Cruces Police Department will be conducting three "Drug Awareness Days" at the 87 HACLC's housing neighborhoods. This event is funded by the DWI Council. The main 88 participants will ba the DAME ,and Grime.P.reverltiQn officers as.well as the 89 neighborhood police officers for the respective housing neighborhoods. 90 Schedule of events include: an essay contest; a basketball free throw contest; ten golf 91 games; a dunking booth and a car show. The Fire Department's fire truck will also be 92 on display. The first drug awareness day will be Tuesday, July 23rd at the 3-2 housing 93 neighborhood (Lester &Walnut streets) from 1:00 to 4:00 p.m. The second day will be 94 on Friday, July 26th at the 1-A housing neighborhood (Mulberry & Locus) from 1:00 to 95 5:00 p.m. The third day will be on Wednesday, July 24th at the Valley Drive housing 96 neighborhood from 5:00 p.m. to 8:00 p.m. Mr. Vizcarra noted that this event has been 97 successful in the last two years. 98 d. ADA Update on office/maintenance remodeling 99 Mr. Hassell took the Board Members on a tour of the office remodeling and pointed out 100 the work that has been done to date. Mr. Hassell explained that the demolition has 101 been completed in the office employee restrooms and in the.maintenance shop. The 102 plumber completed his rough-in work in the maintenance shop and is currently 103 roughing-in the employee restrooms. Plumbing rough-in inspection was scheduled for 104 Friday, July 3rd. The carpenters are laying out walls and installing wall plates and 105 some of the studs. Backfilling of the plumbing was completed by the end of the week. 106 The concrete work began on Monday, July 8th. 107 Mr. Hassell further explained that during the demolition of the maintenance shop and 108 the employee bathrooms, the contractor found some romex (residential) wire. This was 109 not up to code and needed to be replaced. This was considered a change order to the 110 contractor. Mr. Hassell stated that the HACLC received a price quote for the change 111 order to replace the romex wiring which will be approximately $1200. The quote for the 5 112 change order on the water manifold is estimated at $600 approximately for an 113 approximate total of$1800. However, a price quote for the maintenance change order 114 was not available by board meeting time, therefore, an update on the total cost of this 115 change order will be given at the next meeting. 116 e. Update on HACLC computer system 117 Mr. Hassell stated that the HACLC has been in the process of setting up and installing 118 the new computer hardware and software which arrived in the office in early June. Mr. 1`.19 Hassell brought to.the_Board's attentionthe nepgs§ity,of installing a modem/fax board 120 in the computer server. This would be beneficial for the following reasons: 121 It will allow transmission of TRACS and MTCS media from any workstation on the 122 network. 123 It will allow each member of the staff to send and receive fax transmissions from 124 their desk. 125 It will reduce the amount of paper used in the office. 126 It will reduce wear and tear on the copy machine. 127 It would allow the staff to transmit documents and files without tying up an existing 128 line on the phone system. 129 130 Mr. Hassell explained that, currently to send a fax a staff member must first print a copy 131 of the document from their PC or make a copy at the copier. This copy is then hand 132 carried to the fax machine in the Executive Secretary's office. The fax is then sent. 133 Conversely, a fax that is received must be transmitted to the fax machine and picked up 134 by or delivered to the recipient. 135 With an internal modem/fax in the server, transmissions would be sent directly to the 136 recipients' workstation where they could be viewed on screen at the leisure of the 137 employee. If the document does not need to be printed, it could be stored 138 electronically or deleted, thus conserving paper and time. If the document needed to 139 be printed, this could be done at the employees' workstation from their local printer. 140 The staff currently has the following processes to perform which pertain to transmission 141 of fax and or files: 142 Magnetic Media reporting of 50058 data. 143 Magnetic Media reporting of 50059 data. 144 Credit Bureau background checks on potential applicants. 145 PERA reporting. 146 Magnetic Media reporting of 1099 Misc. For tax purposes 147 Fax Transmissions. 148 Access to information services such as the HUD Bulletin, etc. 149 Software updates to the Tenmast Housing Program and the MIP Accounting 150 Program. 151 6 152 Mr. Hassell went on to say that the process for installing this hardware and software will 153 need to be researched further, but it appears that the agency could utilize the phone 154 line currently connected to the fax machine for this new purpose. The HACLC 155 anticipates retaining the fax machine in connection with the modem/fax so that certain 156 documents could be transmitted that otherwise may not be possible to transmit from the 157 workstation(s). Procedures for the use and prevention of abuse of this system would 158 need to be addressed. Costs to perform this task should be minimal and would include J59 the price of a,fax/modem, ,software,,and 160 f. FSS Graduate - Kim Nash-Smith 161 Mrs. Kim Nash-Smith was one of the first participants in the Family Self-Sufficiency 162 Program to sign her FSS Contract of Participation in July 1993. At that time, she was 163 enrolled at Vogue College of Cosmetology. In May, 1994, Mrs. Nash-Smith completed 164 her education and training. She then received her State License in Cosmetology and 165 obtained full time employment. 166 In November, 1993, Mrs. Nash-Smith became one of the first FSS participants to have 167 money placed into the FSS escrow account. Beginning with an initial deposit of $202 168 per month, Mrs. Nash-Smith's monthly escrow amount increased as her earned income 169 increased. In July, 1996 Mrs. Nash-Smith received a check for $3,657.05. Mrs. Nash- 170 Smith was married in April, 1996 and she and her family moved to Florida, where she is 171 a House Manager at a developmental center. 172 g. Las Cruces Teen Parent Residence. 173 Mr. Holguin stated that the grand opening of the Las Cruces Teen Parent Residence 174 took place at 308 Richard Drive on Wednesday, July 3, 1996 at 4:00 p.m. Guest of 175 honor was Senator Pete Domenici. The senator gave a speech about what a good idea 176 this program is in helping teen parents. Four units will be set aside for teen residents 177 and an on-site resident caseworker. The senator was given a tour of the units. 178 h. Update on Senior Housing Counselor 179 Mr. Holguin stated that an internal notice of position for a Senior Housing Counselor for 180 the Section 8 program was posted on June 26th with a June 28th deadline for 181 submitting applications. Mr. Holguin explained that interviews were held and the most 182 qualified applicant was chosen for the position. Mr. Ruben Trujillo was promoted to the 7 telk 183 position of Senior Housing Counselor for the Section 8 department. 184 i. Update on employee recognition award 185 Mr. Holguin stated that input was being sought from the staff to establish the criteria for 186 selecting an employee for the award and thereafter will be implemented. 187 j. Employee Training 188 Mr. Holguin stated that several of the employees including himself will be attending 189 some training either in July, August, September or November 1996. Here is a 190 breakdown of who will.be.going to training.in.the.next six months: 191 NAME TRAINING WHEN WHERE 192 Andrew Holguin NAHRO's 1996 Summer July 18th to 21 st New Orleans, LA Conference 193 Jeff Collins The Basics of Physical Inventory July 16th EI Paso, TX 194 Sharon Hansen Notary Law training July 23rd Las Cruces, NM 195 Julie Walker Notary Law training July 23rd Las Cruces, NM 196 Al Vizcarra Working w/ Criminal Justice July 29th to 30th Phoenix, AZ workshop 197 Hope Buena Working w/ Criminal Justice July 29th to 30th Phoenix, AZ workshop 198 Joe Saldaha Working w/ Criminal Justice July 29th to 30th Phoenix, AZ workshop 199 Julie Walker Certified Occupancy Specialist August 12th to San Antonio, TX 14th 200 Cruzita Herrera Managing Disability, Leave & September 19th Albuquerque, NM Absent Issues to 20th 201 Ruben Trujillo Section 8 Update November 12th Las Vegas, NV to 14th 202 203 The commissioners noticed that three individuals are going to attend the same seminar 204 at the end of the month and inquired about it. Mr. Holguin explained that two of the 205 individuals are HACLC residents under a HUD training program. HUD encourages 206 residents to attend workshops, seminars, training and to participate in housing authority 207 functions. This is part of the HACLC's PHMAP score under "resident initiatives" which 208 has helped the agency obtain its high performer status. 209 k. HACLC Credit Card 210 Mr. Holguin requested that the HACLC be permitted to obtain a credit card for the 211 agency. Mr. Holguin explained that the main reason for acquiring the card will be to 212 enable the agency to reserve hotel rooms while making travel arrangements for 8 213 training. The Board suggested that the HACLC look into getting a business credit card. 214 Chairperson Gutierrez entertained a motion authorizing the HACLC to obtain a 215 business credit card and that the expenditures be monitored by the Accounting 216 Department. So moved by Commissioner Williams. Seconded by Commissioner Ryan. 217 Chairperson Gutierrez took a vote for approval: 218 Commissioner Ryan voted in favor. 219 Commissioner Williams voted in favor. 220 Motion,carried. 221 10. Discussion regarding limited personnel matters. 222 Chairperson Gutierrez entertained a motion to convene into closed session at 9:10 p.m. 223 So moved by Commissioner Williams. Seconded by Commissioner Ryan. Chairperson 224 Gutierrez took a vote for approval: 225 Commissioner Ryan voted in favor. 226 Commissioner Williams voted in favor. 227 Motion carried. 228 Chairperson Gutierrez entertained a motion to reconvene into open session at 10:35 229 p.m. So moved by Commissioner Williams. Seconded by Commissioner Ryan. 230 Chairperson Gutierrez took a vote for approval: 231 Commissioner Ryan voted in favor. 232 Commissioner Williams voted in favor. 233 Motion carried. 234 During closed session the Board discussed the expansion of duties for an employee 235 within the agency. They also discussed a tentative date for interviewing candidates for 236 the Executive Director's position. It was proposed that July 26th would be a suitable 237 time to conduct the interviews. 238 11. Recommendations and Comments by Board Members. 239 Commissioner Ryan inquired if the HACLC owned any property up in the High Range 240 area. Mr. Holguin answered no. Commissioner Ryan also inquired about creating a 241 resident council for HACLC residents. Mr. Holguin responded that organizing a 242 resident council is a big task not to be taken lightly. The El Paso Housing Authority has 243 a resident council in full operation and suggested that the HACLC apply for the 9 244 Technical Assistance Grant before organizing a resident council. 245 Chairperson Gutierrez noted that Mr. De La 0 is no longer a Board Member for the 246 HACLC. Therefore, it was recommended that a letter be prepared and submitted to the 247 financial institutions requesting them to delete his name from the signature cards. 248 12. Other Business. 249 ** Mr. Holguin noted that the Board can discuss other business that may come up; 250 however, they cannot take action or vote on any of the issues. Mr. Holguin noted that 251 the HACLC's Anr)ual,IV� eting is scheduled on the third„Thursday in August as per the 252 By-Laws. Mr. Holguin pointed out that the administrative staff would not be prepared in 253 time for the annual meeting since they have taken on other duties since the separation 254 of the former Executive Director. It was discussed that the annual meeting could 255 perhaps be re-scheduled for September thus allowing the administrative staff sufficient 256 time to prepare the annual report. 257 ** Mr. Holguin reiterated a tenant issue that was addressed in October 1995. A tenant 258 was seeking the HACLC's permission to add her spouse to the lease thus allowing him 259 to reside with the family in a unit at the Valley Drive housing neighborhood. The 260 request was denied by the housing authority due to the spouse's criminal record. The 261 family exercised their rights to file a grievance. Upon having exhausted the HACLC's 262 grievance procedures the family brought the matter to the Board's attention with 263 anticipation that the commissioners would overturn the housing authority's decision. 264 After hearing testimony from both sides, the Board overturned the hearing officer's 265 decision and permitted the spouse to be added to the lease on the condition that a 266 report from the Adult Probation and Parole Office (APPO) be submitted to the authority 267 on a monthly basis for one (1) year. 268 Mr. Holguin went on to say that the HACLC has not received favorable information from 269 the APPO concerning the spouse. He also noted that an incident at the 3-2 (Lester and 270 Walnut) housing neighborhood took place between the spouse and security personnel 271 from Las Cruces Security. Mr. Holguin stated that the HACLC would need to review the 272 issue more closely and will bring it up at next month's meeting to determine possible 273 termination. 274 10 275 ** Mr. Holguin also addressed the issue of HUD's disallowance of utilizing federal funds 276 to pay for services rendered.by Professional Excellence. According to a letter from the 277 Albuquerque HUD Office dated June 25, 1996, it requested the HACLC to take 278 corrective action by reallocating the expense using non-federal funds. Mr. Holguin 279 suggested using funds from the closed Missouri-Boutz project. He explained that this 280 particular money belongs to the HACLC. It was not provided by HUD. Since the 281 project was a temporary one from the beginning and is now closed, there were no 282 tenants involved. Mr.. Holguin pointed out_that„neither the availability of low-income 283 housing, nor the maintenance of existing stock, would be affect in any way. He 284 concluded that this item would be placed on next month's agenda as a resolution for 285 board approval. 286 13. Adjournment. 287 Chairperson Gutierrez entertained a motion for adjournment. So moved by 288 Commissioner Ryan. Seconded by Commissioner Williams.' Chairperson Gutierrez 289 took a vote for approval: 290 Commissioner Ryan voted in favor. 291 Commissioner Williams voted in favor. 292 Motion carried. 293 Adjournment 10:45 p.m. 294 SEAL „ r, APPROVED BY, 295 ;•``•1y .:......, -1r f 296 i G4 s Ntu1 t�ExiCo► . Lo raine R. Gutierrez, Chairperson 298 � tool "' P Q. 299 .•'' 300 301 302 SUBMITTED BY, 303 304 305 306 307 An rew . Holgu*,Interim Executive Director 308 309 310 311 312 313 ll