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06-11-1996 MINUTES OF A REGULAR MEETING OF 2 THE HOUSING AUTHORITY OF THE CITY 3 OF LAS CRUCES BOARD HELD ON 4 JUNE 11, 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 Lorraine R. Gutierrez, Chairperson. 13 14 MEMBERS: Lorraine R. Gutierrez, Chairperson 15 Daniel V. De La 0, Commissioner 16 Trevas Y. Ryan, Commissioner 17 Alice E. Holmes, Commissioner 18 19 ABSENT: Frances F. Williams, Commissioner 20 (excused) 21 22 OTHERS: Andrew T. Holguin, Interim Exe. Director 23 Caroline Velarde, Executive Secretary 24 Jerry Trojan, Asst. City Manager - CLC 25 Mary T. Torres, Attorney 26 Tom Hassell, Interim Deputy Director 27 Robbie R. Levey, FSS Coordinator 28 Rosario Medina, FSS participant 29 Sharon Hansen 30 Cruzita Herrera 31 Delbert Ortiz 32 Albert Vizcarra 33 34 * 2. Approval of the Minutes for a Regular Meeting held on May 14, 1996. 35 36 * 3. Approval of the Minutes for a Special Meeting held on May 31, 1996. 37 38 * 4. Approval of Payments for May 1996. 39 40 * 5. Financial reports for the period ending April 30, 1996. 41 42 * 6. Vacancy/Eviction/Personnel and Maintenance report for the period ending 43 May 31, 1996. 44 45 * 7. Resolution No. 553 - A Resolution Writing Off Uncollectible Accounts In 46 Conventional Housing. 47 48 * 8. Resolution No. 554 - A Resolution Writing Off Uncollectible Accounts In 49 Section 8 New Construction. 50 51 Chairperson Gutierrez entertained a motion to approve the above consent agenda. So 52 moved by Commissioner De La 0. Seconded by Commissioner Holmes. Chairperson 53 Gutierrez took a vote for approval: 54 Commissioner De La 0 voted in favor. 55 Commissioner Ryan voted in favor. 56 Commissioner Holmes voted in favor. * consent agenda 3 57 Motion carried. 58 9. Public Participation. 59 There was no public participation involved. 60 10. Interim Executive Director's Report. 61 a. FSS Graduate 62 Mr. Holguin stated that the HACLC had its first Family Self Sufficiency (FSS) 63 Graduate. Ms. Robbie Levey, FSS Coordinator, explained that Ms. Rosario Medina 64 was the first participant to successfully complete the HACLC's FSS program. 65 Ms. Medina was one of the original FSS participants in the program to sign her FSS 66 Contract of Participation in June, 1993 and was only one of two families from the 67 Conventional Housing program who chose to participate. 68 Ms. Medina wanted to work and go to school. Her motivation to succeed has been 69 apparent since that time. When Ms. Medina began the program, she was employed as 70 a Child Care Worker at San Andres High School, attending the Weekend College at 71 NMSU, and raising her family. She then took on a better position as a Parent Educator 72 with Parents as Teachers (PAT), and shortly thereafter was promoted to work with the 73 Even Start Program of PAT, working with "high risk" parents. During this period, she 74 also completed work on an Associate's Degree in Education in Early Childhood 75 Development at NMSU in the Fall of 1994. Ms. Medina is now employed full-time as a 76 Family Educator at La Clinica de Familia and continues to pursue her degree in Family 77 and Consumer Science. 78 Ms. Levey further explained that in November 1993, Ms. Medina became one of the 79 first FSS participants to have money placed into the FSS escrow account. Beginning 80 with an initial deposit of $19 per month, Ms. Medina's monthly escrow amount 81 increased as her earned income increased. On May 24th, she received a check for 82 $2,705.53. Ms. Levey went on to say that because of Ms. Medina's hard work, 83 motivation and perseverance, she and her family are the proud owners of a new three 84 bedroom house. Ms. Levey concluded that Ms. Medina will be a guest speaker at 85 future FSS meetings in order to motivate and inspire other FSS participants that they 86 too can succeed in the program. 87 4 88 b. Health Screening 89 Mr. Holguin stated that Memorial Medical Center's (MMC) "On the Road" Health 90 Screenings came to the HACLC on Friday, May 17, 1996 at 8:30 a.m. All employees, 91 Project Forward volunteers, and Community Service volunteers were eligible to 92 participate. Mr. Holguin explained that there was no cost to the HACLC employees for 93 these screenings. MMC provided this free service at work sites in celebration of 94 National Hospital Week. The screenings available to the HACLC employees were 95 blood glucose (diabetes), blood r?ressure, blood cholesterol, stress management and 96 medication information. The HACLC was one of four companies out of eleven selected 97 to receive the screenings. 98 c. INS Traininq 99 Mr. Hassell stated that on May 29, 1996, the HACLC sponsored a training session on 100 the detection of false and/or altered documents in use by non-citizens at Branigan 101 Memorial Library. Mr. Hassell explained that the HACLC had a good turnout of 24 in 102 attendance as the training was not only offered to the HACLC staff, but to all 103 surrounding housing authorities and related agencies in southern New Mexico. The 104 training session was arranged by Mr. Joe Barrio, Housing Counselor for the HACLC, 105 and was given by Agents Joe Villareal and Wilson DuMond from the EI Paso 106 Immigration and Naturalization Service and proved to be very beneficial to those 107 attending. The HACLC was represented by a number of its staff and was 108 supplemented by employees from Socorro Housing, Alamogordo Housing, Lordsburg 109 Housing, Dona Ana County Housing, and Hunt Building Corporation. 110 The information provided to the employees in the detection of tampered/altered 111 documents will be very beneficial since they deal with these documents on a day-to-day 112 basis, especially in the Admissions Department. Closing comments were received by 113 all those attending and the response to the training was very favorable. 114 d. Change in Personnel Grievance Procedures 115 Mr. Holguin stated that at the Board's request, the staff researched the grievance 116 procedures of both the City of Las Cruces and NMSU. Both of these organizations vary 117 in their approach to what is and what is not grievable. Mr. Holguin explained that the 118 City of Las Cruces states that "Every employee with a real or imagined_grievance 5 1.19 shall have the privilege of presenting the grievance in accordance with the following 120 procedure without fear of reprisal." NMSU states the following exceptions which are 121 not grievable: "Grievable items do not include basic management rights such as, but 122 not limited to, the right to manage, direct and assign employees, determine staffing 123 patterns, rates of pay, and/or tasks to be performed." Mr. Holguin concluded that the 124 HALCC policy is more consistent with the CLC policy in that it has no exceptions to 125 what is or is not grievable. 126 Chairperson Gutierrez entertained a motion to retain the Grievance Procedures as set 127 forth in the personnel policies and procedures manual. So moved by Commissioner De 128 La 0. Seconded by Commissioner Holmes. Chairperson Gutierrez took a vote for 129 approval: 130 Commissioner De La 0 voted in favor. 131 Commissioner Ryan voted in favor. 132 Commissioner Holmes voted in favor. 133 Motion carried. 134 e. 1996 CGP Funding 135 Mr. Holguin stated that at last month's meeting, it was brought to his attention that the 136 storage shed doors at the NM 3-3 (Bon Burt) are in dire need of replacement. Mr. 137 Hassell explained that this work will be combined with the NM 3-6 work scheduled in 138 the 1996 Comprehensive Grant Program (CGP) submission. The work will include 139 replacing the existing doors with metal doors/frames, new wall framing and plates as 140 needed, and the replacement of wall siding (painted) as needed. The cost to perform 141 this work is estimated at $40,210.00. 142 f. Office remodeling 143 Mr. Holguin stated that competitive sealed bids were received and opened on April 25, 144 1996 in the presence of Mr. Jim Vorenberg, staff Architect, and himself. Mr. Holguin 145 explained that ESA Construction Co. of EI Paso, Texas was the low bidder with a bid of 146 $60,790.00. A contract has been awarded to ESA Construction to complete the work 147 as specified. A pre-construction conference was held on May 8, 1996, at which time 148 aspects of the project and schedule were discussed with the contractor. A Notice to 149 Proceed (NTP) has been issued to the contractor, who will begin the work on June 6 150 17th. Mr. Hassell pointed out that the contractor has 120 days from NTP to complete 151 the project. 152 Mr. Hassell explained that the contractor will begin the work in the employee restrooms 153 and the Maintenance shop first. When that work is completed the contractor will 154 renovate the public restrooms. The staff has been briefed on the construction and 155 plans are in place to move employees and equipment as needed to facilitate the 156 project. Although the work will be an inconvenience to all involved, the contractor has 157 assured the HACLC that he will work closely with the staff to lessen the impact during 158 the period of construction. 159 g. Low Income Housing Tax Credits 160 Mr. Hassell explained that on May 13th to the 15th, 1996, he attended a training 161 session in Albuquerque pertaining to Low Income Housing Tax Credits (LIHTC) which 162 was hosted by the State Housing Authority (SHA). The training covered the following: 163 Introduction of SHA staff 164 Overview of SHA programs 165 State of New Mexico Consolidated Plan 166 Guest Speaker: Joseph Guggenheim 167 Interacting Tax Credits with other Housing Programs 168 Strategies to enhance Tax Credit Deals 169 Combining Tax Credits with Tax Exempt Bond Financing 170 Guest Speaker: Jay Marcus 171 Definition of basis for low income housing tax credit & strategies for 172 maximizing basis. 173 Role of Board of Directors 174 0 Reporting requirements 175 0 Choosing a Limited Partner 176 0 Issues relating to mixing Federal funds 177 0 SHA requirements 178 0 Compliance and Monitoring after inception of project 179 180 The training, although quite complex, was very informative and clarified (for Mr. 181 Hassell) many questions which arose during the Board's previous discussions with 182 Mr. Fred Schiller in a past board meeting. The training was a good indication that 183 the HACLC made the right decision to forego preparing an application this year and 184 wait until the next round of tax credits. Mr. Hassell was approached by numerous 185 consultants and developers wishing an audience with the Board, if and when, the 186 HACLC decides to pursue a tax credit project in the future. The training also 187 emphasized that even though this is the most likely means of developing new, low- 188 income housing stock in the future, the HACLC must be very well informed because 189 there are many potential risks and pitfalls. A concerted, up-front, planning effort is 7 190 key to a successful project. If the Board so desires, Mr. Hassell would conduct a 191 more detailed presentation of what transpired at the training which could be given 192 for the benefit of the Board and key staff members at some future date. 193 11. Discussion regarding limited personnel matters. 194 Chairperson Gutierrez entertained a motion to go into closed session at 6:15 p.m. 195 So moved by Commissioner De La 0. Seconded by Commissioner Ryan. 196 Chairperson Gutierrez took a vote for approval: 197 Commissioner De La 0 voted in favor. 198 Commissioner Ryan voted in favor. 199 Commissioner Holmes voted in favor. 200 Motion carried. 201 Chairperson Gutierrez entertained a motion to reconvene into open session at 7:10 202 p.m. So moved by Commissioner De La 0. Seconded by Commissioner Ryan. 203 Chairperson Gutierrez took a vote for approval: 204 Commissioner De La 0 voted in favor. 205 Commissioner Ryan voted in favor. 206 Commissioner Holmes voted in favor. 207 Motion carried. 208 Mr. Jerry Trojan, Assistant City Manager for the CLC met with the Board Members 209 to address the Mayor's concerns regarding limited personnel matters. No action 210 was taken by the Board. 211 Chairperson Gutierrez entertained a motion to go into closed session at 8:05 p.m. 212 So moved by Commissioner De La 0. Seconded by Commissioner Holmes. 213 Chairperson Gutierrez took a vote for approval: 214 Commissioner De La 0 voted in favor. 215 Commissioner Ryan voted in favor. 216 Commissioner Holmes voted in favor. 217 Motion carried. 218 Chairperson Gutierrez entertained a motion to reconvene into open session at 219 10:35 p.m. So moved by Commissioner De La 0. Seconded by Commissioner 220 Ryan. Chairperson Gutierrez took a vote for approval: 8 2271 Commissioner De La 0 voted in favor. 222 Commissioner Ryan voted in favor. 223 Commissioner Holmes voted in favor. 224 Motion carried. 225 '"' The Board conducted a pre-screening telephone interview with two of the five (5) 226 candidates for the Executive Director's position who were not available when the 227 Board made the initial telephone calls on June 6th. 228 *"The Board has tentatively scheduled to conduct a couple of personal on-site 229 interviews with two of the candidates who applied for the Executive Director's 230 position for June 28th and 29th. 231 ** Mr. Holguin reported on a tenant issue. No action was taken by the Board. 232 12. Recommendations and Comments by Board Members. 233 Commissioner Ryan recommended that Mr. Holguin be permitted to attend 234 NAHRO's 1996 Summer Conference in New Orleans, LA. Chairperson Gutierrez 235 entertained a motion authorizing Mr. Holguin to attend the NAHRO Summer 236 Conference in New Orleans, LA. So moved by Commissioner Holmes. Seconded 237 by Commissioner De La 0. Chairperson Gutierrez took a vote for approval: 238 Commissioner De La 0 voted in favor. 239 Commissioner Ryan voted in favor. 240 Commissioner Holmes voted in favor. 241 Motion carried. 242 13. Other Business. 243 Mr. Vizcarra stated that the HACLC will be receiving approximately an additional 244 $2,000 on the 1995 ASSIST Grant from the Department of Health. He explained 245 that it was this grant that enabled the youth participants in the Community Activities 246 Program to conduct a tobacco compliance check on various vendors throughout the 247 city. He went on to say that Ms. Lori Alvarado, Director of the Youth Leadership 248 Development Program of HUD from Kansas, MO, will be in town next week on 249 Thursday (20th) and Friday (21 st) to meet with the Community Activities Program 250 and the youth participants of the Teens Needing Teens (TNT) Program. The TNT 251 participants will be having a potluck dinner in her honor on Thursday evening which 9 252 will be held at the Taylor Community Center located at the NM3-2 housing 253 neighborhood. On Friday they will do various activities which includes taking Ms. 254 Alvarado to see the "Viva EI Paso"program at McKelligan Canyon in EI Paso, 255 Texas. More details about Ms. Alvarado's visit will be given at next month's board 256 meeting. 257 14. Adjournment. 258 Chairperson Gutierrez entertained a motion for adjournment. So moved by 259 Commissioner De La 0. Seconded by Commissioner Holmes. Chairperson 260 Gutierrez took a vote for approval: 261 Commissioner De La 0 voted in favor. 262 Commissioner Ryan voted in favor. 263 Commissioner Holmes voted in favor. 264 Motion carried. 265 Adjournment 10:40 p.m. 266 SEAL APPROVED BY, �p� 267 :' � ..., Z •. 268 i f� rrM �, i- � ? 11E1�1,MTiXTCo.i � �► = . f 269 a 1861' 270 ^o : : • '��'; Lorraine R. Gutierrez, Chairperson 271 �'' ,�'' 5�*,•`'', 272 '�.!� ►;�r° 273 274 275 SUBMITTED BY, 276 277 278 279 280 Andrew T.114oliguin, Interim Executive Director 281 282 10