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01-18-2008 A P 1 MINUTES OF A REGULAR MEETING OF 2 THE HOUSING AUTHORITY OF THE CITY 3 OF LAS CRUCES BOARD 4 JANUARY 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 10:05 a.m. Chairman Jacobs 12 noted that Commissioner Shinn was out-of-town and would be available via telephone 13 if needed. 14 15 MEMBERS: Christina S. Little, Vice Chairman i6 Ellen Haltom, Commissioner 17 Paul R. Miller, Commissioner 18 19 ABSENT: Peggy Shinn, Commissioner (excused) 20 21 OTHERS: Thomas G. Hassell, Executive Director 22 Robbie R. Levey, Deputy Director 23 Debra Valdez, Asset Manager 24 Rosa L. Cordova, Section 8 Housing Mgr. 25 Sharon Hansen, Accountant 26 Will A. Manning, Mod./Maint. Mgr. 27 C. J. Velarde, Administrative Assistant 28 29 2. Conflict of Interest 30 31 Pursuant to Resolution No. 783, Chairman Jacobs inquired if any commissioner or 32 staff member had any known conflict of interest with any item on the agenda. No one 33 expressed or revealed any conflicts. 34 35 3. Public Participation 36 37 The Commissioners were briefly introduced to Evelyn Ramirez-Chavez, the new 38 Admissions Coordinator as of December 10, 2007. Mrs. Ramirez-Chavez was 39 previously employed with La Pinon Sexual Assault Recovery Services, Families and 40 Youth, Inc. and Camino de Vida. 41 42 43 4. Board Elections for Chair and Vice Chair 44 45 Although the Board held elections in December following the resignation of 46 Commissioner Chavez, Chairman Jacobs stated that she wanted the Commissioners 47 to follow the HACLC Bylaws, which partly state that elections be held on every even 48 numbered year. Therefore, Chairman Jacobs entertained a motion to open the floor 49 for nominations for Chairman and Vice Chairman. Commissioner Haltom seconded the 50 motion, which passed unanimously. -1- 1 Commissioner Haltom nominated Commissioner Jacobs for Chairman while 2 Commissioner Miller seconded the motion. The Commissioners voted in favor, passing 3 the motion unanimously electing Commissioner Jacobs on a two-year term as the 4 Chairman. 5 6 Commissioner Haltom nominated Commissioner Little for Vice Chairman while 7 Commissioner Miller seconded the nomination. The Commissioners voted in favor, 8 passing the motion unanimously electing Commissioner Little on a two-year term as 9 the Vice Chairman. 10 11 5. Acceptance of Agenda: those items indicated by an asterisk (*) are on the 12 Consent Agenda and will be voted on by one motion 13 14 *Approval of the Minutes for a Regular Meeting held November 20, 2007 15 *Approval of the Minutes for a Special Meeting held December 11, 2007 16 *Approval of the Minutes for a Special Meeting held December 13, 2007 17 *Approval of the Minutes for a Work Session held December 14, 2007 18 *Approval of the Minutes for a Potential Quorum held December 14, 2007 19 *Approval of the Minutes for a Potential Quorum held January 8, 2008 20 21 Chairman Jacobs informed the Board that yesterday she had minor corrections made 22 to the minutes clarifying which meetings she actually attended. 23 24 Chairman Jacobs entertained a motion to approve the Consent Agenda. Vice 25 Chairman Little moved for approval while Commissioner Miller seconded the motion. 26 The commissioners voted in favor and the motion passed unanimously. 27 28 6. Written Reports to include Action Items 29 30 Accountant 31 32 Ms. Hansen reported that the HACLC Conventional Program's actual net income from 33 operations through November was $71,641.05 and DACHA Conventional Program's 34 actual net income from operations through November was $8,322.69. The Section 8 35 New Construction (S8NC) ended November with a $6,157.49 net loss. Ms. Hansen 36 and Mr. Hassell discussed options including salary reallocations. S8NC is 37 experiencing this net loss due to a high number of vacancies. Mr. Hassell pointed out 38 that the new Admissions Coordinator's primary focus is to conduct eligibility 39 screenings for the S8NC program and fill the vacancies before Ms. Hansen submits a 40 budget revision. 41 42 The HACLC Section 8 Voucher program's actual net income through November was 43 $8,494.50 after adjusting for the amount of underspent HAP funding. The DACHA 44 Section 8 Voucher program's actual net income through November was $20,121.69 45 after adjusting for the amount of underspent HAP funding. The Business Activities 46 fund's actual income from operations is $115,544.70 after adjustments for transfers in, 47 transfers out, and the cost of sales line items. 48 49 Concerned with public awareness and perception, Commissioners Miller and Haltom 50 requested a comprehensive financial report. Ms. Hansen pointed out that there are various programs that end on a calendar year, as opposed to a fiscal year basis or -2- I rolled over into the next year. Mr. Hassell noted that the audit report contains an 2 accumulation of the financial reports summarizing the HACLC's status. The annual 3 report also contains statistical data from Ms. Hansen and Ms. Valdez that was 4 included at the Strategic Planning session in November. 5 6 Asset Manager 7. 8 Ms. Valdez informed the Board that she has reformatted her report by touching on key 9 areas of each program that she oversees. 10 11 Mrs. Ramirez-Chavez' primary focus is on the Section 8 New Construction 12 program in that she has already fielded numerous calls and conducted individual 13 and group screenings in effort to address the vacancies. It is anticipated to see 14 improved progress over the next three months. 15 16 . Production for the PHA Annual Plan is underway with staff reviewing and revising 17 information that will be presented at the March Board meeting. 18 19 • A Master PHA Calendar is being created reflecting task timelines for all reports 20 and processes that are required throughout the year. 21 22 . Ms. Valdez will be seeking grant funding as an alternative revenue source for 23 landscaping, sidewalks, and other PHA projects. 24 25 . Ms. Valdez and Mr. Hassell are in the process of developing a reporting format for 26 data analysis for all HACLC programs. Mr. Hassell met with Ms. Valdez, Mrs. 27 Cordova and Mrs. Ramirez-Chavez to process the database. 28 29 Public Housing: 30 31 Ms. Valdez noted that Mr. Padilla has done an excellent job in running the 32 Conventional and Section 8 New Construction programs simultaneously for HACLC 33 and DACHA. He manages the Oak, Pecos and Almendra apartment complexes too. 34 The HACLC is in transition of hiring a Rental Assistance Specialist to assist Mr. 35 Padilla in the Conventional and Section 8 New Construction programs. 36 37 Homeownership: 38 39 Mr. Hassell stated he gave a presentation on the units at Legends West subdivision 40 and the Fannie Mae program called "Homeownership — Ask Us Hove' to Garland 41 Realty and Century 21 to see if realtors have prospective clients within the 42 designated workforce who are transition of purchasing their first home. Mr. Hassell 43 pointed out that the HACLC is willing to take a second or third position mortgage in 44 effort to keep the Legends West properties at affordable housing rates. 45 46 Section 8: 47 48 The staff has maintained the current workload and additional assignments with 49 minimal impact on the lease up scores. The HACLC Section 8 Voucher budget 50 utilization rate through December 2007 is at 98%. The PIC submission rate for city Section 8 is above 100% and the county Section 8 submission rate remains above -3- V 1 96%. The staff has worked diligently obtaining and sustaining a high submission rate 2 for both programs. The HACLC is in transition of hiring a Rental Assistance 3 Specialist for the Section 8 Department. 4 5 Modernization and Maintenance: 6 7 The response to work order demands and addressing the intense vacant unit 8 turnover is ongoing. A combination of maintenance staff, temporary employees and 9 a small group of contractors maintain consistency in turning units over for re- 10 occupancy. 11 12 Mr. Manning has been preparing the Capital Funds Program (CFP) budget in a five- 13 year rolling plan to accompany the PHA Annual Plan, which will be submitted to 14 HUD by April 15, 2008. The CFP budget will include recommendations from the 15 physical needs assessment and other necessities for capital improvements to public 16 housing developments. 17 18 Reactions Inspection Services performed Phase I of the HACLC's annual inspection 19 agreement on December 11, 2007. The Inspector, Mr. White inspected about 259 20 conventional housing units. He will return in early April to perform Phase II, which will 21 include all other housing programs. 22 23 Dona Ana County Housing Authority had its HUD REAC Inspection on January 3, 24 2208 successfully maintaining its standard performer status. Mr. Hassell noted that the 25 standard performer status is due to DACHA selling its units with seven remaining 26 under the Conventional program. 27 28 Deputy Director/Administrative Officer 29 30 Ms. Levey congratulated Ms. Valdez and Mrs. Cordova for successfully completing the 31 NAHRO Section 8 Housing Manager training including passing the certification 32 examination. Additionally, these two managers and Mr. Sanchez successfully 33 completed the Nan McKay HOS training including passing the certification 34 examination. 35 36 The HACLC is collaborating with J. L. Gray in submitting an application to NM MFA for 37 low-income housing tax credits for Cimarron II in Anthony, NM. This includes the 38 construction of sixty new units and the rehabilitation of 24 existing units. 39 40 Ms. Levey reported that pending results of the pre-employment screenings, tentative 41 offers were made to two individuals for the Rental Assistance Specialists positions. 42 43 In reference to Housing for Grandparents with Grandchildren, the Consultant, JSI and 44 representatives from the CLC Senior Programs, AARP and the HACLC have made 45 tentative plans for a press conference and/or get together releasing the results of the 46 Needs Assessment Survey on Thursday, February 14, 2008 from 1-2:30 p.m. in the 47 HACLC Conference Rooms. The survey revealed that 29% of respondents had no 48 housing challenges and 28% reported that they were cramped in their current housing. 49 50 The Board of Commissioners and Mr. Hassell will be attending the Las Cruces Day in Santa Fe on January 26-28, 2008. The Las Cruces Chamber of Commerce is -4- 1 sponsoring this annual event. Commissioners Haltom, Jacobs and Miller will 2 accompany Mr. Hassell to Santa Fe whereas Commissioners Little and Shinn will 3 travel separately. The Board discussed the HACLC's requests for additional capital 4 outlay funding for the conversion of Oak Street Apartments to transitional housing for 5 veterans and the assignment to have CLC act as the fiscal agent for the funding if the 6 Authority receives outlay approval from the Legislature. 7 8 [Note: the Agenda was slightly altered to allow the Board to address New Business 9 before Commissioner Miller's departure from the meeting.] 10 11 7. New Business 12 13 ➢ Vehicle donation to Mesilla Valley Community of Hope — the HACLC is 14 considering donating its 14-seat passenger van to the Mesilla Valley Community of 15 Hope as an in-kind service. The Board gave consensus to donate the van to the 16 Mesilla Valley Community of Hope. 17 18 [Note: Commissioner Miller left meeting at 11:40 p.m.] 1s 20 Executive Director 21 22 Mr. Hassell reported that HACLC issued a 'notice to proceed' to Burns Construction for 23 the contract to complete the infrastructure regarding the Casas Del Quinto Sol 24 development. The HACLC received final approval from NM MFA on the HOME, 25 Primero and Housing Trust Fund funding allowing the Housing Authority to complete 26 the subdivision work in anticipation of starting the homeowner sweat equity 27 construction of the homes. The Housing Authority will issue an RFP for Construction 28 Superintendent/Contractor services relating to the oversight of home construction. Mr. 29 Hassell will attend Colonias Day in Santa Fe on February 3-4, 2008. Casas Del 30 Quinto Sol development will be featured in a book being published by the University of 31 Arizona press that highlights innovative housing development along the Border and 32 specifically in Colonias areas. 33 34 Mr. Hassell reported that the HACLC has held several conference calls with 35 Community Action Agency (CAA) pertaining to the transfer of General Partners for the 36 Desert Palms and Cimarron Tax Credit Developments. The Housing Authority has 37 negotiated terms for the transfer and both CAA and HACLC are in general agreement 38 with the terms awaiting information from Enterprise and J.L. Gray Company to finalize 39 the terms. The HACLC will attempt to close the deal by month's end, otherwise it could 40 take place in February or later. 41 42 The Housing Authority is making progress on finalizing approval on the funding for the 43 Falcon Ridge Apartments Tax Credit Development in Hatch, NM. HACLC 44 representatives have signed documents allowing for existing USDA loans to be 45 transferred to the new partnership. The Housing Authority has set up a pre- 46 development line of credit to cover costs associated with the development. 47 48 Mr. Hassell was approached by Rose Garcia (Tierra del Sol) and FEMA 49 representatives to discuss FEMA's intentions of donating the manufactured homes 50 that are currently occupied by the flood victims of 2006. Commissioner Haltom expressed concerned about asbestos exposure. Mr. Hassell pointed out that the -5- 1 Housing Authority would need to give a 90-day due diligence to explore the costs and 2 advantages and disadvantages of this proposal. The Board is in agreement with Mr. 3 Hassell's approach to give due diligence before embarking on this endeavor. 4 5 Mr. Hassell stated that he would like to invite the new mayor and councilors to tour the 6 HACLC sites and get them acquainted with what the Housing Authority has done and 7 is currently doing to address the severe lack of affordable housing. He would like to 8 conduct said tour the first week of February. 9 10 Mr. Hassell stated that as the Asset Manager, Ms. Valdez' board reports will be less 11 narrative and consist of more substantive data. He and administrative staff are working 12 on formatting a report that is much more specific to the organization's status. He would 13 like feedback from the Board for suggestions to streamline the data disseminated to 14 them. 15 16 8. Incidental Reports — none 17 18 9. Unfinished Business 19 20 10.Adjournment— Chairman Jacobs adjourned the meeting at 12:00 p.m. 21 22Hi SY II931ryY1, SEAQ' ,got, '''.,, APPROVED BY, 23 24 25 26 NEW rMEXICO � 28 � , 96 =__,ca` m Jaco airman ,. �. .' 29 yS 30 31 SUBMITTED BY, 32 33 34 35 36 Thomas G. Hassell, Executive Director 37 38 39 40 41 42 43 44 45 46 47 48 49 50 -6-