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02-13-1996 I MINUTES OF A REGULAR MEETING OF 2 THE HOUSING AUTHORITY OF THE CITY 3 OF LAS CRUCES BOARD HELD ON 4 FEBRUARY 13, 1996 5 6 The Board Meeting of the Housing Authority of the City of Las Cruces was held at 6:14 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: Mike Flores, Vice Chairperson 20 (excused) 21 22 OTHERS: David J. Roberts, Executive Director 23 Caroline Velarde, Executive Secretary 24 Mary Torres, Attorney 25 Robert Sanders, F. T. James Corp. 26 Ronald Campbell, McCormick & Assoc. 27 Mathew Nugent, McCormick & Assoc. 28 Tom Hassell, Modernization Manager 29 Sam Encinias, Planner/ Grant writer 30 Andrew Holguin, Housing Mgr./Dep. Dir. 31 Delbert Ortiz, Maintenance Manager 32 Cruzita Herrera, Bookkeeper/EEO 33 Jeff Collins, Maintenance Laborer 34 Adrian Lucero, Maintenance Laborer 35 36 2. Discussion regarding limited personnel matters. 37 Chairperson Gutierrez entertained a motion to go into closed session at 6:30 p.m. So 38 moved by Commissioner De La 0. Seconded by Commissioner Ryan. Chairperson 39 Gutierrez took a vote for approval: 40 Commissioner De La 0 voted in favor. 41 Commissioner Ryan voted in favor. 42 Commissioner Holmes voted in favor. 43 Motion carried. 44 Chairperson Gutierrez entertained a motion to reconvene into open session at 7:02 45 p.m. So moved by Commissioner De La 0. Seconded by Commissioner Ryan. 46 Chairperson Gutierrez took a vote for approval: 47 Commissioner De La 0 voted in favor. 3 48 Commissioner Ryan voted in favor. 49 Commissioner Holmes voted in favor. 50 Motion carried. 51 Chairperson Gutierrez entertained a motion to go into closed session again at 7:55 52 p.m. So moved by Commissioner De La 0. Seconded by Commissioner Ryan. 53 Chairperson 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. 57 Motion carried. 58 Chairperson Gutierrez entertained a motion to reconvene into open session at 8:45 59 p.m. So moved by Commissioner Holmes. Seconded by Commissioner Ryan. 60 Chairperson Gutierrez took a vote for approval: 61 Commissioner De La 0 voted in favor. 62 Commissioner Ryan voted in favor. 63 Commissioner Holmes voted in favor. 64 Motion carried. 65 Chairperson Gutierrez entertained a motion to approve the managerial requests of both 66 Misters Holguin and Ortiz and that they proceed with the filling of the vacancies as 67 presented to the Board and report at the next meeting on how they arrived at their 68 decisions. So moved by Commissioner De La 0. Seconded by Commissioner Holmes. 69 Chairperson Gutierrez took a vote for approval: 70 Commissioner De La 0 voted in favor. 71 Commissioner Ryan voted in favor. 72 Commissioner Holmes voted in favor. 73 Motion carried. 74 * 3. Approval of the Minutes of a Regular Board Meeting for January 9, 1996. 75 * 4. Approval of the Minutes of a Special Board Meeting for January 22, 1996. 76 * 5. Approval of Payments for January 1996. * consent agenda 4 77 * 6. Financial Reports for the period ending December 31, 1995. 78 * 7. Vacancy, Eviction, Personnel and Maintenance report for the period ending 79 January 31, 1996. 80 81 *8. Resolution No. 539 - A Resolution to Revise the Procurement Policy for the 82 Housing Authority of the City of Las Cruces. 83 84 * 9. Resolution No. 540 - A Resolution to Authorize an Expenditure from the 85 Section 8 Retroactive HAP (Section 8 New Construction) for the Purpose of 86 Upgrading the HACLC computer system. 87 88 Chairperson Gutierrez entertained a motion to approve the above consent agenda. So 89 moved by Commissioner De La 0. Seconded by Commissioner Holmes. Chairperson 90 Gutierrez took a vote for approval: 91 Commissioner De La 0 voted in favor. 92 Commissioner Ryan voted in favor. 93 Commissioner Holmes voted in favor. 94 Motion carried. 95 10. Presentation by the F.T. James Corporation for the Development of a Tax 96 Credit Project. 97 98 In a previous meeting, Mr. Roberts had discussed the development of a tax credit 99 project in partnership with a contractor. Mr. Roberts explained that the tax credit for 100 Low Income Housing is a program to provide tax credits for owners and investors in low 101 income rental housing. The tax credit is a fixed percentage of certain costs of 102 development or property acquisition. An annual tax credit is provided for a project each 103 year for 10 years. Low income housing benefits from the tax credit primarily when the 104 developers of a project sell the tax credits to investors who contribute equity to the 105 development in exchange for an ownership position which allows them to use the tax 106 credits and other economic benefits arising out of the project. The equity contributions 107 that are generated by the tax credits reduce the amount of other financing that is 108 needed to develop the project, thereby reducing the amount of income that the project 109 must pay in order to satisfy its debt service. This reduction in debt service reduces the 110 amount of rent that must be charged. Mr. Roberts stated that he has reviewed the 111 proposal which he received from Mr. Robert Sanders of F.T. James Corporation. Mr. 112 Roberts went on to say that in his review he discovered the following: * consent agenda 5 113 a. This proposal would require the HACLC to create a non-profit corporation 114 to enter into a partnership with the recipients of the tax credits. The 115 Housing Authority would be the General and Managing Partner in the 116 Limited Partnership formed solely for the purpose of developing the 117 project. 118 119 b. The Housing Authority would act as the project developer, and would be 120 entitled to the developer's fee. ( Mr. Roberts has found that in most cases, 121 the contractor becomes the developer and benefits from this developer's fee 122 and not the non-profit.) 123 124 c. The non-profit that is formed by the partnership would be required to 125 control the land that would be used for the development. 126 127 d. The limited partnership would derive its return solely through the use of the 128 tax credits. 129 130 Mr. Roberts asked the Board to give the proposal some consideration. Mr. Roberts 131 further stated that Mr. Sanders was prepared to discuss the project with the 132 commissioners. Mr. Sanders went into a detailed discussion of the development of a 133 tax credit and explained the procedures for setting up such a project. Mr. Sanders 134 along with Misters Campbell and Nugent showed the Board a set of drawings of what 135 the units may look like. The subject was discussed at great length as questions and 136 concerns were answered and addressed. There was no decisions made as to whether 137 or not the Board would allow the HACLC to proceed further with the tax credit project. 138 11. Public Participation. 139 There was no public participation. 140 12. Executive Director's Report. 141 a. Letterhead 142 Mr. Roberts informed the commissioners that the HACLC is experiencing some 143 technical difficulties in adapting the new letterhead into the computers and will continue 144 to keep them informed on the progress. 145 b. Mesilla Valley Business Journal 146 Mr. Roberts stated that a short article about the Housing Authority Youth Trainee 147 Assistants has been published in the Mesilla Valley Business Journal. Copies of the 148 journal were included in the board packets for the commissioners' information. Mr. 149 Roberts explained that this particular grant funded program is geared to helping the 150 HACLC youth find employment training in the community while exposing local 6 151 businesses to the talents of the youth. 152 c. Dropout Rate 153 Mr. Roberts advised the Board that the HACLC has calculated the dropout rate for the 154 youth who live in HACLC owned housing. The drop out rate for the 1994-1995 school 155 year has been calculated at 8.8% which is lower than the Las Cruces Public School 156 District rate of 9.6%. The HACLC also calculated the dropout rate for the first 157 semester of this year. It has been reduced to 8.1%. The Community Activities staff has 158 also been involved in the following activities: 159 0 Girl Scout Hike - 1/3 160 0 Youth participated in KNIGHTS of COLUMBUS basketball contest -1/20 161 0 Cookie baking at Valley - 1/8 162 0 Field trip to learn about race cars 163 0 Girl Scout service unit meeting - 1/11 164 0 Girl Scout cookie training - 1/11 165 0 Attended high school basketball games - 1/12 166 0 Desert run/walk - 1/13 167 0 Skating at Tommy's Roller rink - 1/10, 1/24 and 1/31 168 0 Opened Community Center at 791 Taylor 169 0 ASSIST Conference in Albuquerque - 1/23 170 0 Field trip to Farmer's Market and antique shop - 1/27 171 0 Setup and attended interviews w/youth training program 172 9 Participated in winter break activities at Meerscheidt Recreation Center 173 0 NMSU Extension on Food and Nutrition Program - 1/13 and 1/25 174 0 AGGIE Basketball games - 1/13 175 0 Movie showings at 3-2 on 1/27 and 1/31 176 0 Field trip to Natural History museum - 1/4 177 0 Weekly truancy home visits 178 0 Girl Scouts at all three (3) community centers 179 0 Movie tickets donated by ALLEN THEATERS 180 0 Weekly computer updates on activities and move-in/outs 181 0 Weekly staff meetings Tuesdays at 1:30 182 0 Furnished 791Taylor community center and purchased supplies 183 0 Supervision and paper work on work study students 184 0 Movie showings at Valley community center on 1/19 and 1/26 185 0 CHAPTER ONE at 1-A Mon- Thurs. 186 0 ASSIST meeting on cigarette control 1/10 187 0 Truancy report check on youths 188 0 Tutoring at all three community centers M-F 189 0 Meetings on smoking issues for the youth 1/3 190 191 d. Office Remodel 192 Mr. Roberts stated that the HACLC received only one (1) bid for the remodeling of the 193 administrative office to meet ADA standards. Mr. Roberts explained that the bid was a 194 valid one, however, being the only one received, the agency felt that it was not 195 competitive. Mr. Roberts continued to say that the HACLC will be rebidding the ADA 196 work in order to attract more bidders, and hopefully to reduce the cost of the work. 7 197 Currently, the HACLC should have approximately $58,378 available for the 198 rehabilitation work made up of the following funds: 199 0 1993 CGP Funds $5,185.64 200 0 1994 CGP Funds $40,596 (approx., currently the agency is contracting two jobs: 201 the door replacement at project NM3-1 B and the window replacement project at 202 3-2. If both of these projects finish without change orders this money will be 203 available for a budget revision.) 204 1995 CGP Funds $12,596.37 205 206 Total of funds available from the Comprehensive Grant Program for the remodeling are 207 $58,378.01. Mr. Roberts further explained that since the bids will probably come in 208 somewhere approximately around $75,000, the HACLC will need to supplement these 209 funds with another source. In this case, the HACLC is going to ask that this shortfall be 210 supplemented with Section 8 Retroactive HAP money in the amount of $16,621.90 211 (approximately depending on the bids), leaving a balance in the retroactive HAP 212 account of$57,947.01. Mr. Roberts referred to Resolution #540 ($74568.91 minus 213 $16,621.90 = $57,947.01). Mr. Roberts stated that the HACLC will be seeking the 214 Board's approval once the bids are received and closed. 215 e. Housing Authority Family Self Sufficiency Program (pg. 74) 216 The Housing Authority Family Self Sufficiency (FSS) Program has received a letter of 217 commendation from the Department of Housing and Urban Development. A copy of the 218 letter was included in the board packet. 219 13. Recommendations and Comments by Board Members. 220 Commissioner Ryan announced that she is the new Director for the Teen Court 221 Program. The commissioner stated that it is an excellent program. The commissioner 222 noted that many of the defendants reside in housing neighborhoods. Commissioner 223 Ryan commented that she would like to get in contact with the HACLC's Truancy 224 Officer as well as getting in touch with the "Safe Schools Program." The commissioner 225 further stated that she will be sharing information with the staff on a lot of resources 226 that she has come across. 227 Commissioner Ryan explained that Teen Court is handled by the teens themselves 228 (i.e., defense attorneys and prosecutors). Every one dealing with Teen Court is a 229 teenager and no one interferes with the proceedings. The purpose of the program is to 8 I 230 get the young people to develop the ability to ask probing questions, cross examine, to 231 look at issues. It is interesting to see how they learn how to solve problems. The 232 hearings are held every other Wednesday from 5:30 p.m. to 7:30 p.m. at the new 233 District Court building. 234 14. Other Business. 235 a. Resolution No. 541 - A Resolution to Revise the Personnel Policies and 236 Procedures Manual for the Housing Authority of the City of Las Cruces. 237 238 Mr. Roberts stated that he prepared the resolution as requested and faxed it to Ms. 239 Torres earlier in the day. Ms. Torres made a few changes and sent it back to Mr. 240 Roberts. The Board decided to table the issue until the next month's regular meeting 241 before taking any action. 242 15. Adjournment. 243 Chairperson Gutierrez entertained a motion for adjournment. So moved by 244 Commissioner De La O. Seconded by Commissioner Ryan. Chairperson Gutierrez 245 took a vote for approval: 246 Commissioner De La O voted in favor. 247 Commissioner Ryan voted in favor. 248 Commissioner Holmes voted in favor. 249 Motion carried. 250 Adjournment 8:50 p.m. 251 SEAL APPROVED BY, t�tNtUN•q,, c�A:.,,........•, i� 252 253 < l ' 254 =y V ?1C.r I Il f/C�o� �,'� •.•MI.N� �� r 255 �••,,�! ^ �.••�' L rraine R. Gutierrez, Chairperson 256 "'•• " " 257 258 259 260 SUBMITTED BY, 261 262 263 264 265 Andrew T. Holguin, Interi Executive Director 266 9