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04-09-1996 1 2 3 MINUTES OF A REGULAR MEETING OF 4 THE HOUSING AUTHORITY OF THE CITY 5 OF LAS CRUCES BOARD HELD ON 6 APRIL 9, 1996 7 8 The Board Meeting of the Housing Authority of the City of Las Cruces was held at 6:00 9 10 p.m. at 926 S. San Pedro, in the City of Las Cruces, State of New Mexico. 11 12 1. Roll Call. 13 14 The meeting was called to order by Lorraine R. Gutierrez, Chairperson. 15 16 MEMBERS: Lorraine R. Gutierrez, Chairperson 17 Daniel V. De La 0, Commissioner 18 Trevas Y. Ryan, Commissioner 19 20 ABSENT: Alice E. Holmes, Commissioner 21 (excused) 22 Frances F. Williams, Commissioner 23 (excused) 24 25 OTHERS: Andrew T. Holguin, Interim Exe. Director 26 Caroline Velarde, Executive Secretary 27 Al Vizcarra, Community Activities Coor. 28 Hope Bueno, Truant Officer 29 Sharon Hansen, Accountant 30 Tom Hassell, Modernization Manager 31 Fred Schiller, attorney 32 Suzie Molina 33 Delbert Ortiz 34 Vanessa Lara, award recipient 35 Steve Babb, ASSIST Program 36 Gabriela Graham, DARE Officer 37 Patrick Hernandez, Police Officer 38 Joe Long, Police Officer 39 Cindy Marquez, Families & Youth, Inc. 40 LaDonna Chawn-King, Dona Ana 41 County DWI 42 Joe Saldana, Legends Car Club 43 Joe Sellers, Jr., Police Officer 44 Angie Smith, Crime Prevention Officer 45 46 2. Quarterly Achievement Award - Vanessa Lara 47 48 Mr. Holguin stated that Ms. Vanessa Lara is this quarter's award recipient. Mr. Vizcarra 49 explained that Vanessa is a sophomore student at Onate High School who maintains a 50 straight A grade point average. She lives with her father, Roberto and her brother Tito, 51 in one of the HACLC's acquisition units. Vanessa is the youth leader for Teens 52 Needing Teens (TNT) and is very much involved in helping her peers by pointing out 53 the dangers of smoking and substance abuse and encourages them to abstain from 1 ArN 54 such vices. Vanessa attended a youth leadership conference in San Antonio, TX in 55 February which was sponsored by HUD. She is also involved in Teen Court, and was 56 on a panel regarding health hazards for the Las Cruces Public television station. 57 Vanessa participated in extracurricular activities such as the HACLC's Drug 58 Awareness Days. 59 Mr. Vizcarra went on to say that Vanessa is very mature and takes on responsibility 60 quite well. She was featured on EI Paso's KTSM Channel 9 news a few months ago 61 when several HACLC youth participants were conducting compliance checks on local 62 venders to see if they would sell cigarettes to minors. Vanessa is regarded as one the 63 more positive role models in the HACLC's housing neighborhoods. Vanessa's future 64 endeavors include becoming a social worker to help others help themselves by using 65 her personal experience as an example that anyone can achieve their dream if they set 66 their minds to it. The Board congratulated Vanessa on her accomplishments and 67 presented her with a plaque and a couple of movie passes. 68 3. Community Service Award - Drug Awareness Days: 69 Mr. Holguin stated that there are eight recipients to be recognized for this quarter's 70 community service award. Mr. Vizcarra explained that the eight recipients are 71 representing agencies that have helped the HACLC's Community Activities Program 72 during its Drug Awareness Days which take place at all three housing neighborhoods. 73 Mr. Vizcarra went on to say that these people have been instrumental in helping the 74 Community Activities Program, our young people, and the residents. Drug Awareness 75 Days are aimed at pointing out the dangers and consequences of substance abuse and 76 drinking. These people and/or agencies strive to show the youth and all residents that 77 they can channel and direct their energy towards a more positive and healthy way of 78 life in lieu of drinking and/or getting addicted to drugs. 79 The Board presented plaques to the following individuals recognizing their efforts and 80 accomplishments in assisting the Community Activities Program and its youth 81 participants and residents: 82 Steve Babb, ASSIST Program 83 Gabriela Graham, DARE Officer 84 Patrick Hernandez, Police Officer at NM3-2 neighborhood 2 85 Joe Long, Police Officer at Valley Drive neighborhood 86 Cindy Marquez, Families & Youth, Inc. 87 LaDonna Chawn-King for Tiffani Reese, Dona Ana County DWI 88 Joe Saldaha, Legends Car Club 89 Joe Sellers, Jr., Police Officer at NM1-A neighborhood 90 Angie Smith, Crime Prevention Officer 91 92 4. Community Activities Program: People Power Conference - March 25, 1996. 93 Mr. Vizcarra stated that he and Ms. Hope Bueno were asked by Carmella Herrera of 94 the HUD office in Albuquerque to give a presentation on the HACLC's truant policy and 95 Community Activities Program during the "People Power Conference" which was 96 sponsored by the Department of Education. Mr. Vizcarra noted that the HACLC was 97 the only program in New Mexico to give a presentation. The conference was held at 98 the University of New Mexico's Continuing Education building. Other programs 99 selected were the Houston Housing Authority, San Antonio Housing Authority, and 100 Midland Housing Authority. Mr. Vizcarra explained that the presentation was very well 101 received by the audience that consisted of the Department of Education, Department of 102 Interior, School Administrators, New Mexico's Governor's Office, and native American 103 Leaders. Also in attendance was Assistant Secretary of Education, Mr. Moreno. 104 * 5. Approval of the Minutes of a Regular Meeting for March 12, 1996. 105 * 6. Approval of Payments for the month of March 1996. 106 * 7. Financial reports for the period ending February 29, 1996. 107 * 8. Vacancy / Eviction / Personnel / and Maintenance report for the period ending 108 March 31, 1996. 109 110 * 9. Resolution No. 542 - A Resolution to Approve the Minimum Tenant Rent 111 Charges on HUD-assisted programs. 112 113 Chairperson Gutierrez entertained a motion to approve the above consent agenda. So 114 moved by Commissioner Ryan. Seconded by Commissioner De La O. Chairperson 115 Gutierrez took a vote for approval: 116 Commissioner De La O voted in favor. 117 Commissioner Ryan voted in favor. 118 Motion carried. 119 10. Public Participation. 120 There was no public participation. * consent agenda 3 121 11. Interim Executive Director's Report. 122 a. Tax Credit Project 123 Mr. Holguin stated that Mr. Fred Schiller, Attorney, was invited to give a presentation to 124 the Board in regards to the tax credit project that had been discussed in previous 125 meetings. Mr. Schiller gave the Board a detailed explanation on the complexities of the 126 proposed tax credit project and made a few references to the IRS codes in regards to 127 tax credits. Mr. Schiller opined that now would not be a good time for the HACLC to 128 pursue this particular project due to the time constraints involved in applying for the tax 129 credits besides the amount of work that it would entail to prepare the application. The 130 attorney felt that the agency could wait and apply for the tax credit next year. The 131 Board agreed with Mr. Schiller adding that it would be best to wait until a permanent 132 Executive Director has been appointed to the HACLC who could oversee this project to 133 completion. 134 Mr. Schiller also discussed at length the advantages of incorporating a 501(c)(3) 135 nonprofit status and how it would help the HACLC's continued funding resources. The 136 Board decided that this would also be something else for the future Executive Director 137 to pursue for the HACLC. 138 b. Las Cruces Housing Development Corporation (LCHDC) 139 Mr. Holguin stated that the LCHDC held its annual meeting on March 22, 1996 at 10 140 a.m. The LCHDC Board accepted the HACLC Board's recommendations made on 141 March 12th regarding the appointments of Mr. Rede as Acting Secretary/Treasurer and 142 Mr. Holguin as the Acting President. It was Mr. Holguin's recommendation that HACLC 143 keep the LCHDC board panel to three members since the corporation serves a single 144 purpose to conduct business for the LCHDC. Mr. Holguin pointed out that he would 145 like to appoint Ms. Sharon Hansen, Accountant, to the LCHDC panel. 146 c. Project NM 3-10 (insurance claim) 147 Mr. Tom Hassell, Modernization Manager, distributed photographs depicting the 148 damage and vandalism that was done to a couple of the HACLC's 3-10 acquisition 149 units. He reported his findings in reference to a question of an insurance claim that 4 150 was brought up at last month's meeting. Mr. Hassell explained that per the HACLC's 151 property insurance policy through Alexander and Alexander of Texas, vandalism is not 152 covered. It is considered to be one of the exclusions to the policy as confirmed by 153 Susan Davis, Account Representative for the insurance company. Ms. Davis had 154 explained that in order to add vandalism to the policy as a rider, it will cost the HACLC 155 approximately $813.00 in addition to the cost of approximately $400 to $500 for each 156 unit. Mr. Hassell could not justify this expenditure since the occurrences have been 157 few and far between. Mr. Hassell noted that the deductible is $2500. The Board 158 determined that it was not necessary to add an extra rider on the policy. 159 d. Letterhead Logo contest 160 Mr. Hassell gave a brief report on the current status of the letterhead logo contest. The 161 deadline for entries was extended to give employees additional time to submit their 162 ideas for a new logo. A few samples were shown to the Board which were created by 163 either Mr. Howard Sellers, Admissions Counselor or Mr. Paul Bazan, Housing 164 Counselor. 165 e. Admissions and Occupancy Policy 166 A draft copy of the Admissions and Occupancy Policy was included in the packet for 167 the Board's review. Mr. Holguin stated that Mr. Encinias and Mr. Hassell had been 168 working on the policy and pointed out that most of the changes reflect HUD updates. 169 Mr. Hassell noted that new additions to the policy were highlighted in the color "green", 170 changes to existing language in the policy are highlighted in the color "red"and notes 171 to help the commissioners in their review are highlighted in the color "blue". Mr. 172 Hassell explained that upon review and acceptance of the policy, the Board will be 173 required to pass a resolution adopting the policy. It was also noted that the security 174 deposit policy had also changed and would need Board approval. 175 Mr. Holguin noted that the current security deposit rate for a family unit is $150; $50 for 176 an elderly unit; and $20 for the first move-in. He explained that the security deposit is 177 applied to cover the cost of cleaning and/or damages to the unit done by the residents. 178 Mr. Holguin proposed to raise the deposits as such: family unit $200; elderly unit $100; 179 and the initial move-in rate $30. 5 180 Chairperson Gutierrez entertained a motion to approve the proposed rates as 181 presented to the Board. So moved by Commissioner De La 0. Seconded by 182 Commissioner Ryan. Chairperson Gutierrez took a vote for approval: 183 Commissioner De La 0 voted in favor. 184 Commissioner Ryan voted in favor. 185 Motion carried. 186 f. Resolution No. 543 - A Resolution to Approve the Revision of FY 1996 187 Conventional Operating Budget. 188 189 Mr. Holguin stated that this resolution is required in order to incorporate the NM 3-10 190 acquisition units into the Conventional operating budget. Ms. Sharon Hansen, 191 Accountant, explained that a revision to the Conventional Operating Budget for FY 192 1996 is warranted since the 19 acquisition units have been officially added to the 193 HACLC's Conventional housing stock. 194 Chairperson Gutierrez entertained a motion to approve Resolution No. 543 as 195 presented to the Board. So moved by Commissioner De La 0. Seconded by 196 Commissioner Ryan. Chairperson Gutierrez took a vote for approval: 197 Commissioner De La 0 voted in favor. 198 Commissioner Ryan voted in favor. 199 Motion carried. 200 g. Quarterly Audit 201 Ms. Hansen apprised the Board of the quarterly audit ending March 31, 1996 by 202 distributing copies of the audit. The auditor's main focus was on the separation of the 203 former Executive Director and NM 3-10. The auditor made three minor suggestions 204 based on the separation of the former Executive Director. The HACLC received a 205 satisfactory rating overall from the auditor. 206 h. Paid publications 207 In answer to a question raised at last month's meeting, Mr. Holguin reported that all 208 publications paid by the HACLC are still addressed to and received at the agency. He 209 did point out that some publications were not beneficial to the organization, therefore, 210 they were canceled. 6 211 L NM NAHRO Annual Conference - Ruidoso NM 212 Mr. Holguin reminded the Board that New Mexico NAHRO is having its annual 213 conference from April 16th to the 19th at the Inn of the Mountain Gods in Ruidoso, NM. 214 Mr. Holguin and three staff members as well as Chairperson Gutierrez will be attending 215 the conference. 216 j. CDBG Application 217 Mr. Holguin stated that the HACLC had been notified that the CDBG Advisory Board 218 recommended funding for the Truant Officer's position. The HACLC now awaits City 219 Council's approval on the issue. 220 k. Resolution No. 541 - A Resolution to Revise the Personnel Policies and 221 Procedures Manual for the Housing Authority of the City of Las Cruces. 222 223 The Board tabled this item until next month. 224 12. Discussion regarding limited personnel matters. 225 Chairperson Gutierrez entertained a motion to go into closed session at 9:10 p.m. So 226 moved by Commissioner Ryan. Seconded by Commissioner De La 0. Chairperson 227 Gutierrez took a vote for approval: 228 Commissioner De La 0 voted in favor. 229 Commissioner Ryan voted in favor. 230 Motion carried. 231 Chairperson Gutierrez entertained a motion to reconvene into open session at 10:00 232 p.m. So moved by Commissioner Ryan. Seconded by Commissioner De La 0. 233 Chairperson Gutierrez took a vote for approval: 234 Commissioner De La 0 voted in favor. 235 Commissioner Ryan voted in favor. 236 Motion carried. 237 Based on the former Executive Director's report and on the advice of Professional 238 Excellence that as of February, the job descriptions are completed, Chairperson 239 Gutierrez entertained a motion authorizing Mr. Holguin, Interim Executive Director, to 240 finalize and hereby accept the job descriptions as completed. So moved by 241 Commissioner De La 0. Seconded by Commissioner Ryan. 7 '242 Chairperson Gutierrez took a vote for approval: 243 Commissioner De La 0 voted in favor. 244 Commissioner Ryan voted in favor. 245 Motion carried. 246 13. Recommendations and Comments by Board Members. 247 The Board recommended that a plaque be presented to former Vice Chairperson 248 Flores at month's next regular meeting pending his attendance. 249 14. Other Business. 250 Mr. Holguin requested to take annual leave on April 12, 1996. Chairperson Gutierrez 251 entertained a motion to approve Mr. Holguin's request. So moved by Commissioner De 252 La 0. Seconded by Commissioner Ryan. Chairperson Gutierrez took a vote for 253 approval: 254 Commissioner De La 0 voted in favor. 255 Commissioner Ryan voted in favor. 256 Motion carried. 257 15. Adjournment. 258 Chairperson Gutierrez entertained a motion for adjournment. So moved by 259 Commissioner De La 0. Seconded by Commissioner Ryan. Chairperson Gutierrez 260 took a vote for approval: 261 Commissioner De La 0 voted in favor. 262 Commissioner Ryan voted in favor. 263 Motion carried. 264 Adjournment 10:05 p.m. 265 SEAL APPROVED BY, 266 a�� . ,, ►��� i 267 = ? ,v-,ter uaw ��x,toR..,. . 268 s};}�� '' `' - Lorraine R. Gutierrez, Chairperso inti , f 269 �� 270 271 272 SUBMITTED BY, 273 274 275 276 277 rew . Ho guin, Int Executive Director 8