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01-09-1996 I MINUTES OF A REGULAR MEETING OF 2 THE HOUSING AUTHORITY OF THE CITY 3 OF LAS CRUCES BOARD HELD ON 4 JANUARY 9, 1996 5 6 The Board Meeting of the Housing Authority of the City of Las Cruces was held at 6:05 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 Mike Flores, Vice Chairperson 16 Daniel V. De La 0, Commissioner 17 Trevas Y. Ryan, Commissioner 18 Alice E. Holmes, Commissioner 19 20 OTHERS: David J. Roberts, Executive Director 21 Caroline Velarde, Executive Secretary 22 Cruzita Herrera, Bookkeeper/EEO 23 Delbert Ortiz, Maintenance Manager 24 Tom Hassell, Modernization Manager 25 Mary Torres, Attorney 26 Annette Ortiz, observer 27 Erlinda Portillo, observer 28 29 * 2. Approval of the Minutes of a Regular Board Meeting for December 12, 1995. 30 * 3. Approval of Payments for December 1995. 31 * 4. Financial Reports for the period ending November 30, 1995. 32 * 5. Vacancy, Eviction, Personnel and Maintenance report for the period ending 33 December 31, 1995. 34 35 Chairperson Gutierrez entertained a motion to approve the above consent agenda. So 36 moved by Commissioner De La 0. Seconded by Vice Chairperson Flores. 37 Chairperson Gutierrez took a vote for approval: 38 Vice Chairperson Flores voted in favor. 39 Commissioner De La 0 voted in favor. 40 Commissioner Ryan voted in favor. 41 Commissioner Holmes voted in favor. 42 Motion carried. 43 6. Public Participation. 44 There was no public participation involved. 45 * consent agenda 1 46 7. Discussion regarding limited personnel matters. 47 Chairperson Gutierrez entertained a motion to go into closed session at 6:08 p.m. So 48 moved by Commissioner De La 0. Seconded by Commissioner Ryan. Chairperson 49 Gutierrez took a vote for approval: 50 Vice Chairperson Flores voted in favor. 51 Commissioner De La 0 voted in favor. 52 Commissioner Ryan voted in favor. 53 Commissioner Holmes voted in favor. 54 Motion carried. 55 Chairperson Gutierrez entertained a motion to reconvene into open session at 8:10 56 p.m. So moved by Commissioner Ryan. Seconded by Commissioner Holmes. 57 Chairperson Gutierrez took a vote for approval: 58 Vice Chairperson Flores voted in favor. 59 Commissioner De La 0 voted in favor. 60 Commissioner Ryan voted in favor. 61 Commissioner Holmes voted in favor. 62 Motion carried. 63 8. Executive Director's Report. 64 a. Job Description 65 Mr. Roberts distributed copies of the job descriptions for all positions except those from 66 the Maintenance Department. Mr. Roberts stated that per the Board's request, he 67 reviewed the proposed job descriptions that were prepared by Mrs. Williams of 68 Professional Excellence. Mr. Roberts explained that the first review was done by the 69 staff which included an individual review of the proposed descriptions. Mr. Roberts 70 noted that Mrs. Williams interviewed the majority of the staff with the exception of about 71 four members including himself. These people never had a chance to do an individual 72 review on the descriptions for content or accuracy. 73 Mr. Roberts went on to say that in reviewing and rewriting the descriptions, it was 74 discovered that Mrs. Williams had the most trouble with those positions that were 2 APN 75 peculiar to housing authority operations and dealt with detail (i.e., Housing Counselor) 76 compared to those that were more generic (i.e., Architect). Mr. Roberts presented the 77 rewritten job descriptions as reviewed by the staff to be adopted in accordance with the 78 personnel policy and procedures handbook. The Board discussed that it was their 79 understanding that Mr. Roberts was going to revise his own description and not all of 80 them. The Board concluded that a copy of the rewritten job descriptions as prepared 81 by Mr. Roberts be submitted to Mrs. Williams for comparison and feedback. 82 Chairperson Gutierrez entertained a motion directing the Executive Director to supply 83 Mrs. Williams with a copy of the proposed job descriptions as presented to the Board 84 by said Executive Director for her response. So moved by Commissioner De La O. 85 Seconded by Vice Chairperson Flores. Chairperson Gutierrez took a vote for approval: 86 Vice Chairperson Flores voted in favor. 87 Commissioner De La O voted in favor. 88 Commissioner Ryan voted in favor. 89 Commissioner Holmes voted in favor. 90 Motion carried. 91 b. Procurement Policy 92 Mr. Roberts stated that the staff completed a draft of the revised Procurement Policy 93 (included in the board packet) for the Board's review. Mr. Roberts explained that the 94 draft copy includes changes and additions to the current policy such as the red text 95 indicates language that was in the current policy but has been re-worded. The green 96 text indicates additions to the current policy that are necessary federal and state 97 regulatory changes. Mr. Roberts requested that the commissioners peruse through the 98 draft copy before the next regular board meeting (February) in which he intends to 99 place it on the agenda for final Board approval. 100 c. Letterhead 101 The Board discussed their preferences about the letterhead that was included in the 102 packet. Commissioner De La O presented a format that he created which Vice 103 Chairperson Flores recommended to be used by the Board. However, Chairperson 104 Gutierrez and Commissioners Ryan and Holmes opted for the version on page 68. 3 105 Chairperson Gutierrez entertained a motion to accept the stationery on page 68 with a 106 change that the Executive Director's name be placed on top with a single space 107 between the commissioners' names. So moved by Commissioner Ryan. Seconded by 108 Vice Chairperson Flores. Chairperson Gutierrez took a vote for approval: 109 Vice Chairperson Flores voted not in favor. 110 Commissioner De La 0 voted not in favor. 111 Commissioner Ryan voted in favor. 112 Commissioner Holmes voted in favor. 113 Motion carried. 114 d. Board Pictures 115 The Board informed Mr. Roberts that they would like to have individual 8" x 10" color 116 portraits of each commissioner taken and displayed in the front lobby. Mr. Roberts 117 replied that a requisition will be prepared and the arrangements would be taken care of 118 as soon as a studio is selected so that the pictures may be taken. 119 9. Recommendations and Comments by Board Members. 120 - Chairperson Gutierrez expressed thanks and appreciation to the staff for having 121 invited the commissioners to their Christmas party. 122 - Chairperson Gutierrez requested that the item discussion regarding limited personnel 123 matters be placed at the beginning of the agenda for next month's meeting. Mr. 124 Roberts consented. 125 - Commissioner De La 0 inquired about the status of the Admissions and Occupancy 126 policy. Mr. Roberts replied that the staff is working on it, however, it has been reported 127 that the HACLC will not be getting the final regulations on the changes until some time 128 around June or July. 129 - Chairperson Gutierrez inquired if the HACLC hired the electrician it was advertising 130 for a while back. Mr. Roberts replied that only one person applied for the position and 131 decided not to accept the offer of employment. Commissioner De La 0 asked what 132 would happen if the HACLC needs electrical work to be done. Mr. Roberts replied that 133 it would have to be contracted per the procurement policy. The discussion centered 134 around the benefits and pay of the position and how it was advertised. The Board 4 135 requested that the position be re-advertised to be either full or part-time at the same 136 rate of pay as previously announced. 137 - Chairperson Gutierrez wondered who wrote the HACLC's newsletter. Mr. Roberts 138 replied that Ms. Robbie Levey does. The Chairperson wondered if Ms. Levey could 139 inform the residents about checking to see if they qualify for the earned income credit in 140 next month's newsletters. Commissioner Ryan asked about who receives the 141 newsletter. Mr. Roberts answered that Ms. Levey prepares two (2) newsletters. One 142 for the residents in public housing and the other for the FSS participants. 143 Commissioner Ryan asked how many residents in public housing have applied for 144 mortgages. Mr. Roberts replied that there have not been that many, however the 145 HACLC gives out the information and strives to promote home ownership. 146 Commissioner Ryan commented that it would probably help the residents visualize the 147 benefits of home ownership if more information was available (i.e., classes ) and hear 148 about the success stories of how other people managed to purchase their own homes 149 and help them make it a reality. Mr. Roberts pointed out that the FSS newsletter 150 promotes success stories because that is what the program is all about, self sufficiency. 151 10. Other Business. 152 - Chairperson Gutierrez entertained a motion to approve invoice #11770 submitted by 153 Ms. Mary Torres for legal services rendered. So moved by Commissioner De La O. 154 Seconded by Vice Chairperson Flores. Chairperson Gutierrez took a vote for approval: 155 Vice Chairperson Flores voted in favor. 156 Commissioner De La O voted in favor. 157 Commissioner Ryan voted in favor. 158 Commissioner Holmes voted in favor. 159 Motion carried. 160 - Mr. Roberts mentioned that SWRC NAHRO is having its winter meeting held in EI 161 Paso on January 20th and 21 st and inquired if the Board planned on attending. Mr. 162 Roberts noted that he and Commissioner Ryan will be in attendance since they are 163 members of certain committees. The rest of the commissioners did not express an 164 interest in attending the winter meeting. Commissioner Ryan asked if Howard Sellers 5 165 was going to attend. Mr. Roberts answered that Mr. Sellers is not a member of the 166 SWRC NAHRO committee but rather, he is a member at large for the Executive 167 Committee for New Mexico NAHRO. 168 11. Adjournment. 169 Chairperson Gutierrez entertained a motion for adjournment. So moved by 170 Commissioner De La 0. Seconded by Commissioner Ryan. Chairperson Gutierrez 171 took a vote for approval: 172 Vice Chairperson Flores voted in favor. 173 Commissioner De La 0 voted in favor. 174 Commissioner Ryan voted in favor. 175 Commissioner Holmes voted in favor. 176 Motion carried. 177 Adjournment 8:58 p.m. 178 SEAL APPROVED BY, 179 ��*,�•�t��y 180 �? 9E 181 182 •�'� '`�•::��*.,• •-• Lorraine R. Gutierrez, Chairperson .•,may• ••.....• d� r 183 '••.,,,'• `„ ,,••' 184 185 186 187 188 189 190 191 192 SUBMITTED B 193 194 195 196 197 David J. Roberts, Executive Director 198 199 6