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03-18-2008 1 MINUTES OF A REGULAR MEETING OF 2 THE HOUSING AUTHORITY OF THE CITY 3 OF LAS CRUCES BOARD 4 MARCH 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 3:05 p.m. She noted tha 12 Commissioner Shinn would arrive shortly. 13 14 15 MEMBERS: Christina S. Little, Vice Chairman 16 Paul R. Miller, Commissioner 17 18 Peggy Shinn, Commissioner 19 ABSENT: Ellen Haltom, Commissioner (excused) 20 21 OTHERS: Thomas G. Hassell, Executive Director 22 Robbie R. Levey, Deputy Director 23 C. J. Velarde, Administrative Assistant 24 William "Bill' Mattiace, former Mayor 25 Edith Bermudez, NMSU social workers prog. 26 Elda Cordero, NMSU social workers prog. 27 Mari Campos-Waite, NMSU social workers prog. 28 29 Christian ZendejaS, NMSU social workers prog. 30 2. Conflict of Interest 31 32 Pursuant to Resolution No. 783, Chairman Jacobs inquired if any commissioner or stafl 33 member had any known conflict of interest with any item on the agenda. No on 34 expressed or revealed any conflicts. 35 36 3. Public Participation 37 38 The Commissioners were introduced to Martha Sanchez, the Interim Maintenanc 39 Manager as of March 3, 2008. Ms. Sanchez has been employed with the HACLC in th 40 Mod/Maintenance Department since 1999. Her previous employment includes havin 41 worked with Big Brothers/Big Sisters and Southwest Title Company. 42 43 They were also introduced to Teri Perez, the new Rental Assistance Specialist fo 44 Section 8. Mrs. Perez was previously employed for eight years with the County of Sant 45 Cruz, CA. She was also employed with California State AAA and Public Entity Ris 46 Management Authority. 47 48 The Board of Commissioners recognized former Mayor William "Bill" Mattiace for hi -49 outstanding accomplishments, including affordable housing, during his term as Mayor o 50 Las Cruces. Chairman Jacobs read aloud a letter praising his efforts and highlighting hi achievements. Chairman Jacobs presented the former mayor with a plaque as a toke -1- 1 of appreciation on behalf of the Housing Authority of the City of Las Cruces. Mr. 2 Mattiace thanked the Board of Commissioners and administrative staff for th 3 recognition stating that he plans to remain actively involved with the community. 4 5 [Note: Commissioner Shinn arrived at 3:12 p.m.] 6 7 4. Acceptance of Agenda: those items indicated by an asterisk (*) are on th 8 Consent Agenda and will be voted on by one motion 9 *Approval of the Minutes for a Regular Meeting held February 19, 2008 10 *Resolution No. 877— A Resolution Approving the Submission of the HUD 11 Required Annual Plan for FY 2008 12 13 Vice Chairman Little requested to have Resolution No. 878 removed from the Consen 14 Agenda for further discussion. 15 16 Chairman Jacobs entertained a motion to approve the amended Consent Agenda, 17 Commissioner Miller moved for approval while Commissioner Shinn seconded th 18 motion. The commissioners voted in favor and the motion passed unanimously. 19 20 ➢ Resolution No. 878 —A Resolution Approving the HACLC's Employee Manual 21 22 Resolution No. 878 revises the HACLC Employee Manual so that exempt employee 23 will be required to submit annual and/or sick leave slips for all absences, whether or no 24 the leave is for less than one full day. The Commissioners and administrative staff hel 25 a lengthy discussion regarding exempt employees accruing annual and sick leave, 26 submitting leave slips, setting ground rules without infringing on the status of exemp 27 employees and complying with the Fair Labor Standard Act (FLSA) guidelines. 28 29 Chairman Jacobs entertained a motion to approve Resolution No. 878 as presented. 30 Commissioner Shinn moved for approval while Commissioner Miller seconded th 31 motion. Commissioners Miller and Shinn voted in favor; whereas, Vice Chairman Little 32 opposed. The motion passed. 33 34 5. Commissioners' Comments 35 36 ❖ Commissioner Miller commented that Governor Richardson needs to support 37 thE capital outlay request for the veterans' transitional housing. The requestpipn�ude 38 $500,000 for construction and an additional $50,000 for administrative support an 39 social services. 40 41 ❖ Vice Chairman Little watched a City Council meeting on television whereby th 42 Council was discussing the auditor's report and more specifically concerning th 43 HACLC. Apparently, Councilors Archuleta and Connors expressed concerns abou 44 repeat findings. Bruce Bleakman of REDW (auditor) addressed their concerns. Mr. 45 Hassell commented that the HACLC representatives should be allowed to attend th 46 City's Exit Interview enabling them to discuss the repeat findings, which ar 47 programmatic, and address the Council's concerns more appropriately. 48 49 ❖ Chairman Jacobs pointed out that she and Mr. Hassell attended the City Council 50 meeting on March 17 in which Council members scheduled a work session for May 12, 2008 to discuss various items, one being the Housing Authority. The Boar i -2- I deems that this would be an appropriate time to address the issue of allowing the 2 HACLC to attend next year's exit interview. Mr. Hassell will work on a presentation 3 for the work session. 4 5 ❖ Commissioner Shinn said she attended the Vision 2040 in which a focus group fo 6 housing and social services consisting of representatives from the CLC and Tierr 7 Del Sol made good points on affordable housing issues involving the CLC' 8 Consolidated Plan. The Commissioner sent an email to Mr. Hassell about the Visio 9 2040 meeting and a letter she had received from Councilman Thomas regardin 10 zoning merits. 11 12 :• Chairman Jacobs commented that she had read in the Sunday Edition of the La 13 Cruces Sun News that affordable housing was to be discussed at the CLC wor 14 session and alerted the Executive Director at Tierra Del Sol of the meeting. 15 16 6. Written Reports to include Action Items 17 18 Accountant 19 20 [Mr. Hassell substituted for Ms. Hansen during her absence at today's meeting.] 21 22 The Business Activities fund ended January with a net loss of $112,157.76. The actua 23 income from operations is $124,659.63 after adjustments for transfers in, transfers out, 24 and the cost of sales line items. Mr. Hassell anticipates positive results involving the 25 Legends West properties as they begin to sell, generating positive cash flow. 26 27 Public Housing 28 29 Mr. Hassell reported that the Admissions Coordinator continues to send out screening 30 notices. The Coordinator has managed to house several applicants in the Section 8 31 New Construction program that includes the neighborhoods of Jardines Allegres and 32 Valley Vista. Mr. Hassell foresees the opening of the waiting list to occur later in the 33 year. The Rental Assistance Specialist for Public Housing has some good ideas for 34 advertising the Pecos and Almendra Apartment complexes. Mr. Hassell said the 35 Housing Authority is getting a handle on the turnover and vacancy rates. He wants to 36 create data showing the trend analysis, but the database is not integrated to allow the 37 information to be easily obtained. 38 39 Homeownership 40 41 Commissioner Shinn inquired about the properties at the Legends West subdivision 42 including what kind of buyer incentives the HACLC was offering. Mr. Hassell replied 43 that the Housing Authority is willing to pay the closing costs and take a second 44 position mortgage between 10 to 20% contingent upon what the bank considers a 45 potential homebuyer would need to purchase a unit. 46 47 Mr. Hassell mentioned that the first client for the Fannie Mae homeownership 48 program (lease-to-own) has been recently housed. The client is a teacher who began 49 her one-year lease requirement and will be able to assume the mortgage at the end 50 I -3- 1 of the first year lease period if successful at completing her credit counseling, as 2 required by the YWCA. 3 4 Section 8 5 6 The HACLC Section 8 Voucher budget utilization rate through February 2008 is at 7 100.34% while the HACLC Section 8 lease-up rate through February is at 90%. The 8 PIC submission rate for city Section 8 is at 98% and the county Section 8 submission 9 rate at 96%. Mrs. Cordova's report reflects that she has not received any complaints 10 from the Section 8 landlords about the 1099s that were issued. The Board inquired 11 about the total amount paid to the landlords in general. Mr. Hassell estimated that 12 approximately $2 million dollars has been reinvested into the community. 13 14 Deputy Director/ Administrative Officer 15 16 Commissioners Haltom, Jacobs, Miller and Shinn will be attending the NM NAHR 17 Annual Conference in Ruidoso, NM from April 16-19, 2008. The Board briefly discusse 18 the fact that a majority of them will be in Ruidoso attending the Conference; therefore, 19 they decided to reschedule the April Board meeting to April 22, 2008. They also decide 20 to move the meeting time to 2:00 p.m. henceforth. 21 22 The DACHA / HACLC Management Agreement was sent to Albuquerque HUD Offic 23 for a determination if the HACLC Board could certify, approve resolutions, etc, on behalf 24 of the Board of County Commissioners rather than going through the Count 25 Commissioners. No response has been received. Mr. Hassell pointed out that the 26 Housing Authority would like to negotiate a consortia agreement with DAC to which the 27 Board cautioned him to be careful about causing a dispute with the CLC. 28 29 The Housing Authority is collaborating with NM MFA and Marcia Nordyke, HART (Hatch 30 Area Recovery Team) on a groundbreaking for Falcon Ridge, which is tentatively 31 scheduled for the end of April or the beginning of May contingent upon MFA and Lt. 32 Governor Denish's availability. 33 34 Executive Director 35 36 The Housing Authority has worked out a transfer agreement with Community Actio 37 Agency (CAA) for Desert Palms Apartments and the Cimarron I Apartments that will b 38 executed this week. Mr. Hassell reported that the agreement stipulates th 39 requirements of all parties and what due diligence must be met before the transfer take 40 place. He does not foresee any reason that the transfer should not occur in a timely 41 manner. 42 43 NM MFA hired a firm to perform a market study related to the application for tax credit 44 for Cimarron II Apartments. J. L. Gray considers this a good sign that the application 45 has scored well and may be in line for award of credits. 46 47 Mr. Hassell reported that the Housing Authority has not received positive responses for 48 suggestions on the future use of the mobile homes FEMA would like to donate to th 49 organization. He explained that the HACLC does not have a rental subsidy.that woul 50 work, nor does it have a targeted population to serve when the existing tenants move out and into the new Falcon Ridge development. Moreover, the land in which thesel -4- 1 mobile homes are situated (Rincon, NM) is privately owned, thus a purchase woul 2 have to be negotiated. Based on these issues, it does not seem prudent for the HACLC 3 to step in and accept the development at this time. Mr. Hassell will inform FEMA of th 4 HACLC's decision. 5 6 The Housing Authority was approached by the Casas de Corazones Board and LCAHI' 7 Board requesting the organization to consider taking ownership of Casas de Corazone 8 development (HUD 811). It consists of 14 rental apartments for persons with chroni 9 mental illness. It is fully occupied and has a waiting list of applicants. Community o 10 Hope has expressed a willingness to explore providing case management services t 11 the tenants if the HACLC goes forward with the property management. Mr. Hassel 12 pointed out that If the Housing Authority were to proceed, it would develop a transfe 13 agreement document similar to the one executed with CAA to ascertain that th 14 organization is receiving a development that is free and clear of any finding, financia 15 problems, or the like. 16 17 HUD contracted with FirstPIC, Inc., a training consultant, to provide training relating t 18 the Section 8 Housing Choice Voucher Homeownership program. The Housin 19 Authority will host the training in its conference rooms on March 27, 2008 from 8:30 a.m. 20 to 4:00 p.m. The Housing Authority has sent invitations to other PHAs in the state. Th 21 trainer encourages PHAs, lenders, realtors, and others who may have an interest i 22 learning about the program to attend. 23 24 [Note: Chairman Jacobs had to leave the meeting at 5:18 p.m. to attend another 25 engagement. Vice Chairman Little presided from this point forward until adjournment.] 26 27 Administrative staff has begun the process for preparing the annual budget. Th 28 information will be presented to the Board before the end of the fiscal year for approval. 29 A work session will be scheduled to review the budget before the meeting for approval. 30 31 The Housing Authority has opted to participate with the City's audit in the coming year. 32 The procedure for preparing an RFP for this critical process is quite time consuming an 33 the administrative staff wants to be confident in doing a good job before going out for 34 bids. 35 36 The HACLC has started developing an RFP for outsourcing the property managemen 37 of Public Housing. The initial intention was to have the process in place and be able t 38 transition to private management before the beginning of fiscal year 2009. After muc 39 research, the process has proven to be more complicated than anticipated. It would b 40 more prudent to work out plans that are more detailed and attempt this at a later date, 41 yet to be determined. 42 43 The Board engaged in a lengthy discussion regarding the manufactured horn 44 subdivision that the Housing Authority would like developed on a parcel of land bet wee 45 Dona Ana Road and Camino Real. They discussed talking points that would help the 46 utilize their time wisely while addressing City Council during the May 12 CLC wor 47 session in anticipation of a positive outcome for all parties concerned. Commissione 48 Shinn and Mr. Hassell are developing an action plan that delineates the economi 49 aspects in assisting Section 8 clientele with affordable homeownership opportunitie 50 that otherwise could not be realized without the support of the Housing Authority, and CLC collaborating on the development of this subdivision. ! i -5- 1 7. Incidental Reports - none 2 8. Unfinished Business - none 3 9. New Business - none 4 10-Adjournment - Vice Chairman Little adjourned the meeting at 5:45 p.m. 5 6 SEAC 'c, ��'`,.c APPROVED BY, 7 8 9 • • 10 Win Jaco , Chairman 12 13 V °H 14 15 SUBMITTED BY, 16 17 18 19 � . 20 Thomas G. Hassell, Executive Director 21 22 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 I I I -6-