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11-18-2008_ t 1 MINUTES OF A REGULAR MEETING OF 2 THE HOUSING AUTHORITY OF THE CITY 3 OF LAS CRUCES BOARD 4 NOVEMBER 18, 2008 5 6 The Board meeting of the Housing Authority of the City of Las Cruces was held at 926 7 S. San Pedro, in the City of Las Cruces, State of New Mexico. 8 9 1. Roll Call 10 11 Chairman Win Jacobs called the meeting to order at 2:03 p.m. 12 13 MEMBERS: Christina S. Little, Vice Chairman 14 Ellen Haltom, Commissioner 15 Paul R. Miller, Commissioner 16 Peggy Shinn, Commissioner 17 18 OTHERS: Thomas G. Hassell, Executive Director 19 Robbie R. Levey, Deputy Director 20 Rosa Cordova, Section 8 Manager 21 Sharon Hansen, Accountant 22 Jesse M. Padilla, Housing Manager 23 Martha Sanchez, Maintenance Manager 24 Bruce Bleakman, REDW 25 26 2. Conflict of Interest 27 28 Pursuant to Resolution No. 783, Chairman Jacobs inquired if any commissioner or stafi 29 member had any known conflict of interest with any item on the agenda. No on 30 expressed or revealed any conflicts. 31 32 3. Public Participation - none 33 34 4. Closed Session — Commissioner Little moved to close the regular Board meeting at 35 2:05 p.m. and go into Closed Session to conduct the audit exit conference with 36 REDW. This was seconded by Commissioner Miller. Motion approved. 37 38 The Audit Exit Conference with REDW for the Housing Authority of the City of Las 39 Cruces, FY 08 Audit, was closed pursuant to § 12-6-5 to 12-6-14, NMSA 1978 as 40 amended. 41 42 Commissioner Little made a motion to close the Audit Exit Conference at 3:00 p.m. and 43 resume the regular Board meeting. This was seconded by Commissioner Miller. 44 Motion approved. 45 46 The matters discussed in the Closed Session were limited to those specified in the 47 motion for closure. 48 49 5. Acceptance of Agenda: Those items indicated by an asterisk (*) are on the 50 Consent Agenda and will be voted on by one motion * Approval of the Minutes for a Regular Meeting held September 16, 2008 -1- AM 1 * Approval of the Minutes for a Regular Meeting held October 21, 2008 2 * Approval of Minutes for Potential Quorum held October 25-28, 2008 3 * Approval of Minutes for Potential Quorum held November 5-7, 2008 4 5 Commissioner Miller moved for approval of the Consent Agenda. Commissioner Shinn 6 seconded the motion. Motion approved. 7 8 6. Commissioners' Comments — None. 9 10 7. Written Reports to include Action Items 11 12 Accountant 13 14 Sharon reported that the financial statements in her report are through September, 15 2008. 16 17 Sharon reported that there is a net loss of $1,421 to date in the Section 8 Nevy 18 Construction Program, which is an improvement this fiscal year. 19 20 Commissioner Little complimented Sharon on her performance at the City of La 21 Cruces Exit Audit Conference on November 17. 22 23 Management Indicators 24 25 Jesse reported that he and Susie Blanco, Public Housing Rental Assistance Specialist, 26 attended relevant Section 8 New Construction training at the Governor's Housing 27 Summit. 28 29 Jesse reported that the Public Housing PIC score is 99.54%. 30 31 Jesse has begun completing responses to the MOR. The rating that we received for 32 the recent monitoring visit is Standard Performer. 33 34 Four new residents have moved into public housing units. A discussion on our policy 35 for criminal background checks, credit checks and previous landlord checks followed. 36 Tom explained that we set higher standards in order to avoid damage to our units and 37 provide a safe environment to our residents. 38 39 Section 8 40 41 Rosa advised the Board of her resignation effective November 25, 2008. 42 43 Rosa reported that the HACLC PIC score is 97.55% and the DACHA PIC score is 44 98%. 45 46 Commissioner Little explained the importance of the PIC scores as related to 47 SEMAP. 48 49 Maintenance 50 -2- 1 Martha Sanchez reported that the Maintenance Department completed winterizing air 2 conditioners and turning on heaters by the end of October. Four vacant units had 3 been completed. 4 5 Deputy Director/Administrative Officer 6 7 Robbie reviewed some changes to the QAP for 2009. The Board requested copies o 8 the changes and the QAP. 9 10 The Board was reminded of the Annual Strategic Planning Session on December 16, 11 2008 at 1:00 p.m. in the HACLC Conference Rooms. 12 13 Commissioners Jacobs and Shinn departed at 3:50 p.m. in order to attend 14 the City of Las Cruces Affordable Housing Ad Hoc Committee Meeting. 15 16 Executive Director 17 18 Tom reported that Casas Del Quinto Sol will be on the Agenda for the County 19 Commissioners' meeting on December 9, 2008 , for final plat approval. 20 21 Documents relating to the land exchange will be provided to the HACLC prior to the City 22 Council meeting in January, 2009. 23 24 Tom stated the he, Commissioner Jacobs, and Robbie met with Mark Sutter on 25 November 7, 2008. Mr. Sutter stated that the capital outlay awarded for Oak Street 26 Apartments should not be recaptured by the state. There is concern that Mesilla Valley 27 Community of Hope may not continue to provide case management, due to lack of 28 funding. 29 30 Tom advised the Board that he will manage the Section 8 Department until a new 31 Manager is hired. We are considering contracting with Nan McKay for onsite 32 consultation/training of this program. It was noted that we had contracted with Tenmast 33 to complete the PIC cleanup and achieve the PIC scores of 95%. Tenmast will maintain 34 the PIC scores at 95% for two additional months. 35 36 Commissioner Haltom reported that according to training she attended at the National 37 NAHRO Conference in San Antonio, the Board of Commissioners should receive the 38 audits by mail one week prior to staff receiving the audit. Tom will follow-up with 39 REDW. 40 41 8. Incidental Reports — None 42 43 9. Unfinished Business — None 44 45 10.New Business — Robbie advised the Board that she is waiting to hear from NAHRO 46 about accessing the NAHRO E-briefing "Leadership and Strategic Planning — Make 47 It Pay Off." This e-briefing was conducted on November 5, and NAHRO does not 48 archive these. They are attempting to save it to a CD that can be purchased. 49 50 -3- 1 11.Adjournment— Commissioner Haltom moved to adjourn the meeting. This was 2 seconded by Commissioner Miller. Motion approved. Chairman Little adjourned the 3 meeting at 4:20 p.m. 4 5 6 7 SEAL APPROVED BY, 8 9 10 11 C _c 12 Win Jacobi hairman 13 14 15 16 SUBMITTED BY, 17 18 19 7 20 / 21 - -� 22 Thomas G. Hassell, Executive Director 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 -4-