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05-14-1996 1 MINUTES OF A REGULAR MEETING OF 2 THE HOUSING AUTHORITY OF THE CITY 3 OF LAS CRUCES BOARD HELD ON 4 MAY 14, 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 O, 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 Sharon Hansen, Accountant 25 Alfred Rucks, Search Committee 26 Member 27 Dorris Hamilton, Search Committee 28 Member 29 Brad Lengel, Sun-News 30 31 * 2. Approval of the Minutes of a Regular Board Meeting for April 9, 1996. 32 33 * 3. Approval of the Minutes of a Special Board Meeting for April 24, 1996. 34 35 * 4. Approval of Payments for April 1996. 36 37 * 5. Financial Reports for the period ending March 31, 1996. 38 39 * 6. Vacancy / Eviction / Personnel and Maintenance report for the period ending 40 April 30, 1996. 41 42 * 7. Resolution No. 545 - A Resolution Revising the Admissions and Continued 43 Occupancy Policy for the Housing Authority of the City of Las Cruces. 44 45 * 8. Resolution No. 546 - A Resolution to Approve the Fairway Operating Budget 46 for FY 1997. 47 48 * 9. Resolution No. 547 - A Resolution to Approve the Montana Operating Budget 49 for FY 1997. 50 51 * 10. Resolution No. 548 - A Resolution to Approve the Richard and Terry Drive 52 (RTC) Property Operating Budget for FY 1997. 53 54 * 11. Resolution No. 549 - A Resolution to Approve the Section 8 Existing 55 Operating Budget for FY 1997. 56 57 * consent agenda 1 58 * 12. Resolution No. 550 - A Resolution to Approve the Section 8 Moderate 59 Rehabilitation Operating Budget for FY 1997. 60 61 * 13. Resolution No. 551 - A Resolution to Approve the Section 8 New 62 Construction (101 units) Operating Budget for FY 1997. 63 64 * 14. Resolution No. 552 - A Resolution to Approve the Section 8 Voucher 65 Operating Budget for FY 1997. 66 67 Chairperson Gutierrez entertained a motion to approve the above consent agenda. So 68 moved by Commissioner De La O. Seconded by Commissioner Holmes. Chairperson 69 Gutierrez took a vote for approval: 70 Commissioner De La O voted in favor. 71 Commissioner Ryan voted in favor. 72 Commissioner Holmes voted in favor. 73 Motion carried. 74 15. Public Participation. 75 There was no public participation. 76 16. Interim Executive Director's Report. 77 a. Public Housing and Multi-Family Drug Elimination Grants and the 1996 78 Comprehensive Grant Program. 79 80 Due to Mr. Encinias' separation from the HACLC as the Planner/Grant writer, Mr. 81 Holguin asked Mr. Hassell, Modernization Manager/Interim Deputy Director, to prepare 82 the following grants for submission to HUD: 83 1. 1996 Multi-family Drug Elimination Grant (MFDEP) for $125,000.00 due 6-14-96. 84 2. 1996 Public Housing Drug Elimination Grant (PHDEP) for $161,000.00 due 6-14-96. 85 With the assistance of the staff from the Community Activities Program, the HACLC 86 anticipates completing the above grant applications by the deadlines as noted. It is the 87 agency's intention to utilize the information and format that was prepared by Mr. 88 Encinias in the current submissions. It was explained that the MFDEP funds will only 89 be awarded to one housing authority in the state. The HACLC received the funding 90 last year. The Santa Fe Civic Housing Authority received it the year before. 91 The 1996 Comprehensive Grant Program(CGP) annual submission is due at the HUD 92 office on July 15, 1996. Mr. Hassell is in the process of preparing the necessary * consent agenda 2 93 documents to make the submission. He has scheduled a meeting to discuss the CGP 94 submission with residents on May 16th at 6:00 p.m. at the HACLC office. A public 95 hearing will be held on June 21, 1996 at 6:00 p.m. at the HACLC office. 96 It is the agency's intention to apply the funds to the rehabilitation of units in the NM 3-6 97 acquisition project. 98 b. Las Cruces Housing Development Corporation 99 Mr. Holguin stated that the LCHDC Board met on Thursday, May 9th in order to elect 100 Sharon Hansen, Accountant, as a member of the corporation per the HACLC Board's 101 approval of April 9, 1996. Mr. Holguin explained that Ms. Hansen was elected as the 102 LCHDC's Secretary/Treasurer, and that he was elected President while Mr. Rede 103 resumed his role as Vice President. 104 c. Amy Biehl Youth Spirit Scholarship Award - Joe Saldana 105 Mr. Holguin stated that a copy of the news article regarding Joe Saldana, Assistant 106 Coordinator of the Community Activities Program for the HACLC, was from the Las 107 Cruces Bulletin dated May 2, 1996. Mr. Holguin explained that Mr. Saldana competed 108 against four other individuals from around the state for this prestigious award that was 109 presented by New Mexico Advocates for Children and Families (NMACF). 110 The finalists were recognized for their courage, optimistic approach and ability to 111 overcome the odds. Mr. Saldana received a $1,000 cash award to be used for 112 educational purposes. According to a letter from NMACF, Ms. Amy Biehl had 113 graduated from Santa Fe High School in 1985. At 26, Ms. Biehl was a Fullbright 114 scholar attending the University of Western Cape in Capetown, South Africa. 115 While in South Africa, Ms. Biehl worked for civil rights and the development of a 116 constitution for that country. In August, 1993, Ms. Biehl met her untimely and tragic 117 death. In an effort to keep her spirit alive in New Mexico, the Amy Biehl Youth Spirit 118 Scholarship Award was founded in 1993. 119 The letter goes on to say that the decision in selecting a winner was difficult and 120 emotional for the selection committee which included the Biehl family. The NMACF 121 was inspired by Mr. Saldana's achievements and his desire to make a difference. A 3 122 press conference and reception was held at Los Griegos Community Center in 123 Albuquerque, NM on April 26th in order to announce and recognize the winner. 124 Mr. Holguin went on to say that the HACLC is very proud of Mr. Saldaha for having won 125 this honor which only illustrates the kind of individual that he is known to be. He is a 126 valuable asset to the organization and a true role model for his peers. 127 d. Quarterly Employee Recognition Award 128 As an incentive to boast employee morale within the agency, Mr. Holguin proposed to 129 recognize a HACLC employee on a quarterly basis. It would be similar to that of the 130 "meritorious cash award." He recommended having a limited criteria established for the 131 selection process. Mr. Holguin explained that the employee could be nominated by a 132 supervisor or co-worker and have a committee chose the most qualified. The Board 133 suggested that the employees' input on the issue would help establish the criteria so 134 that it will be consistent throughout. Mr. Holguin replied that he would report his 135 findings at the next meeting. 136 e. Board recognition 137 Mr. Holguin noted that the Board suggested at last month's meeting that Mr. Flores be 138 recognized with a plaque for his years of service as a Board Member to the HACLC at 139 tonight's meeting. However, he informed the commissioners that Mr. Flores will be out- 140 of-state for approximately two months. 141 f. HACLC newsletter 142 Mr. Holguin stated that he would like to get the Board's input about announcing the 143 board meetings in the HACLC newsletter that goes out on a monthly basis to the 144 residents. The Board replied that it would be a great idea to announce the board 145 meetings in the newsletter so that the residents would feel welcome to attend them. 146 g. Letterhead logo contest 147 Mr. Holguin presented the contestants' design entries in the letterhead logo contest as 148 well as those presented at last month's meeting. The Board.reviewed all the entries 149 and it was suggested using the logo from one entry and combining it with the statement 150 from another entry to come up with the ideal letterhead. 4 151 h. NM NAHRO Conference 152 Mr. Holguin stated that four employees as well as himself attended the conference held 153 at the Inn of the Mountain Gods in Ruidoso on April 16th through the 18th. The 154 employees attended training sessions in the areas of family self sufficiency, housing 155 quality standards and the Section 8 conforming rule regarding the updates. 156 Mr. Holguin went on to say that he attended a session about tax credits and found it to 157 be very informative. Chairperson Gutierrez had also attended some of the training 158 sessions. Mr. Holguin pointed out that the Chairperson as well as the employees 159 received certificates for having completed the training program that was sponsored by 160 the New Mexico State Housing Division and New Mexico NAHRO. The certificates 161 were presented by the Nelrod Company of Fort Worth, TX. 162 L Follow-up on quarterly audit 163 Mr. Holguin informed the Board that the lock on the back door in the Executive 164 Director's office has been changed. A work order has been placed with Wire Plus to 165 come in and remove the wire cable located in the Executive Director's office. Mr. 166 Holguin noted that Charles Bourger, owner of Wire Plus, maintains that the former 167 Executive Director never had the capability nor the access to listen in on other people's 168 conversations. Mr. Bourger has offered to approach the Board as a whole to answer 169 any questions and/or concerns regarding the telephone system. 170 j. INS Training 171 Mr. Holguin explained that Special Agent Joe Villarreal from the Immigration and 172 Naturalization Service of EI Paso, TX, will conduct a training on non-citizens. The 173 training is free of charge and will be held at Branigan Memorial Library on May 29, 174 1996 in two four sessions. The first session will be held from 8:00 a.m. to 12:00 p.m. 175 and the second will be from 1:00 p.m. to 5:00 p.m. The housing authorities from around 176 southern New Mexico are invited to attend this training. Mr. Holguin stated that some 177 of the HACLC staff will be attending the training. 178 179 5 AV­ 180 k. Booklets 181 Mr. Holguin explained that Ms. Velarde, through the help of the City Clerk's office, 182 managed to obtain booklets regarding public meetings and public records from the 183 Attorney General's Office. A copy of each booklet was included in the board packets 184 for each commissioner. 185 I. Search Committee 186 Chairperson Gutierrez stated that the Board would like certificates of appreciation 187 prepared for the Search Committee members who gave of their time in going through 188 the resumes that were submitted in regards to the vacant position of Executive Director. 189 m. Resolution No. 541 - A Resolution to Revise the Personnel Policies and 190 Procedures Manual for the Housinq Authority of the City of Las Cruces. 191 192 The Board announced that it would address this item at the next meeting after having 193 gathered feedback from each other as well as the staff. 194 17. Discussion regarding limited personnel matters. 195 Chairperson Gutierrez entertained a motion to go into closed session at 6:25 p.m. So 196 moved by Commissioner Holmes. Seconded by Commissioner De La 0. Chairperson 197 Gutierrez took a vote for approval: 198 Commissioner De La 0 voted in favor. 199 Commissioner Ryan voted in favor. 200 Commissioner Holmes voted in favor. 201 Motion carried. 202 Chairperson Gutierrez entertained a motion to reconvene into open session at 7:35 203 p.m. So moved by Commissioner Holmes. Seconded by Commissioner De La 0. 204 Chairperson Gutierrez took a vote for approval: 205 Commissioner De La 0 voted in favor. 206 Commissioner Ryan voted in favor. 207 Commissioner Holmes voted in favor. 208 Motion carried. 209 Chairperson Gutierrez entertained a motion authorizing the Interim Executive Director 210 to proceed with the paperwork regarding the Maintenance Foreman. So moved by 6 211 Commissioner Holmes. Seconded by Commissioner Ryan. Chairperson Gutierrez took 212 a vote for approval: 213 Commissioner De La O voted in favor. 214 Commissioner Ryan voted in favor. 215 Commissioner Holmes voted in favor. 216 Motion carried. 217 18. Recommendations and Comments by Board Members. 218 Chairperson Gutierrez announced that the Board will have a special meeting on May 219 31st at approximately 1:00 p.m. to discuss limited personnel matters. 220 * Commissioner Ryan stated that she happened to drive by the Bon Burt and Burley 221 Court housing neighborhoods, and noticed that the doors to the units appeared to be in 222 substandard condition. The commissioner was under the impression that the doors 223 had been replaced. Mr. Holguin assured the commissioner that front and back doors 224 had been replaced. However, it is the doors to the storage units that are deteriorating 225 and need to be replaced. 226 * Commissioner De La O inquired as to when will the Board select a commissioner to 227 serve as Vice Chairperson, a vacancy created by former Board Member Mr. Mike 228 Flores. Chairperson Gutierrez replied that the issue could be addressed at the special 229 meeting of May 31, 1996. 230 19. Other Business. 231 Mr. Holguin informed the Board that Mr. Hassell was in Albuquerque from May 13th to 232 the 15th attending the "Low Income Housing Tax Credit 101"seminar sponsored by the 233 New Mexico State Housing Authority. More information about the seminar will be 234 provided at the next meeting. 235 20. Adjournment. 236 Chairperson Gutierrez entertained a motion for adjournment. So moved by 237 Commissioner Holmes. Seconded by Commissioner Ryan. Chairperson Gutierrez took 238 a vote for approval: 239 Commissioner De La O voted in favor. 7 240 Commissioner Ryan voted in favor. 241 Commissioner Holmes voted in favor. 242 Motion carried. 243 Adjournment 8:20 p.m. 244 SEAL APPROVED BY, fig 245 . ., t �� �E� - ' 246 >€ . �. �► I Ov�— 247 ,+. t, orraine R. Gutierrez, Chairper n 248 ` 249 250 251 252 SUBMITTED BY, 253 254 255 256 257 Andrew T. Aofguin, Irlterim Executive Director 258 259 8