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06-26-2012 1 MINUTES OF A REGULAR MEETING OF THE 2 BOARD OF COMMISSIONERS OF THE 3 MESILLA VALLEY PUBLIC HOUSING AUTHORITY 4 June 26, 2012 5 6 The regular meeting of the Board of Commissioners of the Mesilla Valley Public 7 Housing Authority was held in the Main Conference Room located at 926 S. San Pedro 8 Street, Las Cruces, New Mexico 88001. 9 l0 1. CALL TO ORDER 11 12 Chairman Art Jiron called the meeting to order at 3:00 p.m. 13 14 2. ROLL CALL 15 16 17 MEMBERS PRESENT: Art Jiron, Chairman 18 Ralph Chaffee, Vice-Chairman 19 Felix Cordero, Commissioner 20 21 MEMBERS ABSENT: Arturo Marrujo, Commissioner (Excused) 22 23 STAFF PRESENT: Jesse Padilla, Interim Deputy Director 24 Soly Robledo, AMA 25 Christine Gonzalez, Executive Assistant 26 27 STAFF ABSENT: Robbie R. Levey, Interim Executive Director 28 Sharon Hansen, Accountant 29 3o GUESTS: None 31 32 3. WELCOME AND INTRODUCTIONS 33 34 There was no one present from the public. 35 36 4. PUBLIC INPUT 37 38 N/A 39 40 5. CONFLICT OF INTEREST 41 42 Chairman Jiron asked if any Commissioner or staff member had any known conflict of 43 interest with any item on the agenda. No one expressed or revealed any conflicts. 44 45 6. APPROVAL OF REGULAR AGENDA 46 47 Commissioner Cordero made a motion to approve the regular agenda. Motion was 48 seconded by Commissioner Chaffee. 49 50 1 1 Chairman Jir6n asked if anyone had any comments regarding the agenda. He then 2 asked for a vote on the motion to approve. 3 4 Commissioner Jir6n — aye 5 Commissioner Chaffee — aye 6 Commissioner Cordero — aye 7 8 Motion approved unanimously. 9 10 7. CONSENT AGENDA — Those items on the Agenda Indicated by an Asterisk (*) 11 are on the Consent Agenda and will be voted on by one motion. N/A 12 13 8. APPROVAL OF THE MINUTES OF THE PREVIOUS REGULAR MEETING AND OF 14 SPECIAL MEETINGS, IF ANY is 16 Approval of the Minutes from the Regular Meeting on May 15, 2012 17 Approval of the Minutes from the Special Meeting of May 29, 2012 18 19 Motion was made by Commissioner Cordero to approve the Minutes of the Regular 20 Meeting of May 15, 2012 and the Special Meeting of May 29, 2012. Motion was 21 seconded by Commissioner Jir6n. 22 23 Chairman Jir6n asked if anyone had any comments; he then asked for a vote on the 24 motion to approve both meeting minutes. 25 26 Commissioner Jir6n — aye 27 Commissioner Chaffee — aye 28 Commissioner Cordero — aye 29 30 Motion was approved unanimously. 31 32 9. RESOLUTIONS 33 34 • Resolution No. 2012-22 —A PHA Board Resolution Approving Operating 35 Budget for FY 2013 36 37 Motion was made by Commissioner Cordero to approve Resolution 2012-22. Motion 38 was seconded by Vice Chairman Chaffee with comments. Vice Chairman Chaffee 39 stated that one of his concerns is that they continue to have discussions on a shortage 40 of housing in Dona Ana County. 41 42 Vice Chairman Chaffee stated that he would like to see a committed effort to examine 43 the position of the Mesilla Valley Public Housing Authority regarding the shortage of 44 housing and that funds and personal assets be committed to addressing this issue. He 45 also stated he would like to see a clear cut plan on addressing the issue of affordable 46 housing and possibly a line item in a future budget submittal for this. Mr. Padilla 47 commented that we are continuing to look at developing more affordable housing; 48 however, because of work involved in Robledo Ridge, we are on hold for now. 49 50 2 1 Chairman Jir6n asked if any revisions had been made to the budget since it was 2 reviewed at the last meeting. Mr. Padilla stated that he did not think so. Chairman Jiron 3 asked if anyone had any additional comments. No other comments were received and 4 Chairman Jiron asked for a vote on the motion to approve. 5 6 Commissioner Jiron — aye 7 Commissioner Chaffee — aye 8 Commissioner Cordero — aye 9 10 Motion was unanimously approved. 11 12 Resolution 2012-23 —A Resolution regarding the Disposition of Property by 13 the Mesilla Valley Public Housing Authority 14 15 Motion was made by Commissioner Cordero to approve Resolution 2012-23. Motion 16 was seconded by Chairman Jiron. 17 18 Commissioner Cordero asked Mr. Padilla if the item(s) that are going to be disposed of 19 already have a buyer or are they going out to auction. Mr. Padilla stated that the items 20 would be advertised for sale and he is hoping to get a profit of at least $3,000 from the 21 sale. Mr. Padilla also stated that to move the Morgan Building would probably cost 22 about $3,000 since it is not an easy move, special equipment would have to be used. 23 He stated that both items would be advertised and sold separately. 24 25 Chairman Jiron asked if anyone had any additional comments. No other comments 26 were made and Chairman Jiron asked for a vote on the motion to approve. 27 28 Commissioner Jiron — aye 29 Commissioner Chaffee — aye 30 Commissioner Cordero — aye 31 32 Motion was unanimously approved. 33 34 10. UNFINISHED BUSINESS 35 36 Process for selection of Resident Commissioner 37 38 Short discussion followed on selection of a resident commissioner. Chairman Jiron 39 stated that the commissioners have currently interviewed the applicants, but a final 4o decision has not been made. He stated that he will call Ms. Levey and let her know that 41 each commissioner will submit their own individual recommendation to her. 42 43 11. NEW BUSINESS 44 45 Management Reports 46 47 Report of Accountant 48 49 In this month's report, Ms. Hansen included financial statements through April 2012. 5o Her report included the following: 3 1 o Operations of the former Dona Ana County Housing Authority were combined 2 with the Mesilla Valley Public Housing Authority effective April 1, 2012. She 3 included financials for DACHA since there are still a few miscellaneous 4 transactions being recorded in the DACHA books. 5 6 o The MVPHA Conventional program ended April 2012 with a net loss of 7 $154,623.67. As a reminder, the former director budgeted a $284,286 deficit for 8 this program. 9 10 o Through April 2012, Burley Court has a net income of $112,437.91 and Valley 11 Vista has a net income of $32,984.91 after adjusting for the Transfer in/Transfer 12 Out line items required due to the separation of the S8 New Construction project 13 between Burley and Valley Vista. These two projects have not received HUD 14 subsidy in April, May or June so far due to no funding request being sent to MFA 15 until we can resolve software issues related to the separation of the two projects. 16 However, Burley Court received $81,947.93 in April which is its prorated share of 17 the bond payoff proceeds. 18 19 o The MVPHA S8 Voucher program ended April 2012 with a net admin income of 20 $3,970.10 after adjusting for the over-expended HAP funding in the amount of 21 $878,080.49. 22 23 o The MVPHA Business Activities fund ended April 2012 with a net income of 24 $166,773.01. 25 26 o The MVPHA Developer's Fees fund ended April 2012 with a net income of 27 $172,660.30. 28 29 o Resolution 2012-22 is being presented at this month's board meeting to formally 30 approve the FY 2013 Budget in the format required by HUD, which is the PHA 31 Board Resolution approving Operating Budget, Form HUD-52574. 32 33 o Resolution 2012-23, A Resolution Approving the Disposition of Property by the 34 Mesilla Valley Public Housing Authority, is being presented at this month's board 35 meeting to formally approve the disposition of the Morgan portable building and 36 storage shed. 37 38 o The FY 2012 audit contracts have been executed and forwarded to the Office of 39 the State Auditor. As soon as we receive their approval, we can notify the 40 auditors and begin the audit process. We have sent an e-mail to the State 41 Auditor's office requesting prompt approval of the contract to ensure our audits 42 will be completed by the September 30, 2012 deadline, but so far have not 43 received a reply. We will continue to follow up on this issue and will keep the 44 Board informed. 45 46 Chairman Jir6n stated that he had reviewed the Accountant's monthly report and did no 47 see any striking problems. He then asked if any commissioner had any comment to 48 make regarding the Accountant's report. No further comments received. 49 50 4 1 Report of Housing Choice Voucher Program Manager 2 3 Ms. Soly Robledo introduced herself and discussed the monthly AMA Report. She 4 stated that in April, 200 applicants had been selected and only 97 responded. Of these 5 66 were eligible, 30 were ineligible and 1 was waiting final approval. She also stated 6 that in May, 201 applicants were selected, 83 responded and 118 did not respond. Of 7 the 83 who responded, 16 were eligible, 6 were ineligible, and 61 were waiting approval. 8 9 As of June, 300 applicants were selected and AMA is currently waiting on responses lo from those 300 applicants. 11 12 Chairman Jiron asked if she knew why response was so low. She stated that they 13 thought that not enough notice was being given, so letters are now going out with a one 14 month notice; however, number of responses did not increase. 15 16 Commissioner Cordero asked how many vouchers does S8 actually have available. 17 Ms. Robledo was also questioned by Vice Chairman Chaffee that if vouchers are not 18 used, is there a possibility that amount of vouchers could be reduced. Ms. Robledo 19 stated yes number of vouchers for special programs could definitely be reduced. 20 21 She informed the Commissioners that the non-elderly disabled vouchers have to be 22 used because there is a possibility that if these vouchers are not utilized, the number 23 could be decreased. Commissioner Cordero then asked Ms. Robledo to give the 24 Commissioners the exact number of vouchers available for Section 8. He also asked 25 why more people are not selected in order to possibly increase applicants since they 26 already know that approximately 50 percent of those called actually show up. . 27 28 Vice Chairman Chaffee asked about phone contact with the applicants. Ms. Robledo 29 explained that many of these people do not have working cell phones, or have moved o 3o no longer need assistance. Chairman Jir6n asked Ms. Robledo if AMA has enough 31 personnel to follow up by phone if necessary. Response from Ms. Robledo was yes. 32 33 Mr. Padilla stated that if vouchers are not used, then there is a possibility that we could 34 lose vouchers. 35 36 Commissioner Cordero asked Ms. Robledo if 100 vouchers are available and all are 37 used, would you be able to increase the number of vouchers. Ms. Robledo's response 38 was yes. 39 4o Housing Programs Manager Report 41 42 Mr. Padilla stated that when the waiting list for Public Housing for 4- or 5- bedroom units 43 opens up, not enough families come in asking for that size bedroom so waiting list is 44 usually open. 45 46 Mr. Padilla discussed the following: 47 48 o The PIC Score is 100 percent. 49 50 5 1 o He stated that he has to be at 95% or higher in order for HUD to fund the public 2 housing program. If a Housing Authority does not stay at 95%, then that agency 3 is considered a troubled agency. 4 5 o Mr. Padilla also informed the Commissioners that Ms. Marcy Juarez attended a 6 training session in New Orleans, Louisiana, and is currently managing public 7 housing and the Oak, Almendra and Pecos Apartments. 8 9 o He mentioned that the exterior painting of all PH conventional units at Bon Burt 10 has been completed. 11 12 o Mr. Padilla stated that they are currently in the last phase at the Walnut Grove 13 development for reshingle of roofs, and that 95 units out of 100 have been 14 completed. 15 16 o He stated he and Marcy Juarez attended the monthly Resident Council meeting 17 at the Tres Arboles development. Various tenants were in attendance and 18 different topics were discussed including yard of the month awards. He stated 19 that at Tres Arboles, there is a fund that residents would like to use toward 20 getting security for the premises. 21 22 o Ms. Vanessa Villegas, Rental Assistant Specialist at Robledo Ridge, is currently 23 working on submission of outstanding vouchers due to division of Burley Court 24 and Robledo Ridge contracts. She is also working with UAH who is assisting us 25 with the management part of the Robledo Ridge tax credit property. 26 27 o Chairman Jir6n commented that the vacancy rate at Pecos Apartments is at 15 28 percent while at the various other complexes, vacancy rates are low. Commis- 29 sioner Jir6n asked what was the problem at that complex. Mr. Padilla explained 30 that there were two HQS inspections that are pending. 31 32 o However, Mr. Padilla stated that he wanted to bring to the commissioners' 33 attention the Oak Street apartments, because they do not have funding until July 34 1 st. He stated that he will be filling those units once they get their money. 35 36 Interim Executive Director Report 37 38 Chairman Jir6n asked Mr. Padilla if there was anything that needed to be addressed in 39 the Interim Executive Director's report. Mr. Padilla stated that Ms. Levey wanted to 4o discuss the options for the 2013 tax credits. He stated that she wanted their comments 41 on her four options which are as follows: 42 43 1. Resubmit Peachtree 44 2. Rehabilitate Oak, Almendra and Pecos 45 3. Village at Falcon Ridge or possibility of selling this land to Rose Garcia, Tierra 46 del Sol 47 4. Partnership that owns land next to Robledo Ridge — they are interested in selling 48 all or part of the 19 acres 49 50 Vice Chairman Chaffee stated that he would like to see the Housing Authority move forward aggressively toward the expansion of housing and sees tax credits as a good 6 1 way of doing that. He requested that staff come up with pros and cons on how the 2 Housing Authority can move forward. 3 4 Chairman Jir6n asked Mr. Padilla what his thoughts are on tax credits and he stated 5 that he likes the first three options. Option No. 4, in his opinion, is too expensive. 6 7 Chairman Jiron then asked that, as Vice Chairman Chaffee had suggested, the Housing 8 Authority staff provide a summation and recommendations on what the Housing 9 Authority staff would like to do regarding the tax credit applications. 10 11 Ms. Levey's monthly report included the following: 12 13 o The Budget for FY 2013 and a salary comparability study completed by The 14 Nelrod Company. 15 16 o Commissioner Cordero will be the representative to the Downtown Ad Hoc 17 Committee. 18 19 o Commissioner Jir6n, Ms. Levey and Christine Gonzalez attended the HUD 20 Congressional briefing. HUD staff discussed and reviewed the various programs 21 with staff from the offices of Representative Pearce and Senators Udall and 22 Bingaman. 23 24 o The Housing Authority has partnered with the Las Cruces Public Schools' 25 Construction Trades Partnership Program in the construction of affordable 26 homes. It was decided that MVPHA can no longer finance the construction of 27 the homes, due to budgetary constraints, ongoing HUD cutbacks and the Board's 28 decision that MVPHA can no longer afford to serve as a bank. 29 30 o McCright and Associates was awarded the contract for HQS Inspections for the 31 Section 8 program. Although their home office is in Tennessee, the inspectors 32 are from Las Cruces. 33 34 o Robledo Ridge Apartments — Thomas Development Group (TDG) advised the 35 Housing Authority that a change order in the amount of approximately $64,000 36 would be necessary for Robledo Ridge. According to TDG, EI Paso Electric 37 recently notified the contractor that the current above ground utilities were not 38 sufficient for the increase in units. In order to cut the amount of the change 39 order, refrigerators and signage totaling $44,000 will not be purchased, reducing 40 the change order to approximately $20,000. 41 42 o Oak Street Apartments —Wooten Construction is completing construction on the 43 multi-purpose room and a "shell" for two accessible units at Oak Street 44 Apartments. It is anticipated that construction will be completed by the end of 45 July. Decision was made to issue an RFP for completion of the two ADA units, in 46 hopes that the cost will be under $120,000 as proposed by Wooten Construction. 47 48 o Refinancing of MVPHA-owned apartments — There have been ongoing delays in 49 closing on the refinancing for Oak Street, Almendra Apartments and Burley Court 50 apartments. Tentative date is now June 27, 2012. 7 1 o Villa Sereno Community Center, Anthony, NM — Dona Ana Title and Mark Berry, 2 attorney, are completing the necessary paperwork so that the community center 3 can be donated to the City of Anthony. I have confirmed with Mayor Castaneda, 4 that the transaction is progressing. 5 6 o Housing Software - As discussed at the last meeting, MVPHA has been using 7 Tenmast software, which is a comprehensive public housing software system 8 based on HUD regulations and reporting requirements. Annual costs to date (for 9 both housing authorities) have been approximately $32,000. After an online 10 demo, it was decided that it would be more cost effective to upgrade to Winten 2, 11 which will take place in November, instead of switching to Yardi. Conversion of 12 the two Section 8 databases (City and County housing authorities) into MVPHA 13 will also occur at the time of the upgrade, avoiding additional costs we would 14 have incurred to merge the two programs had we decided not to upgrade. The 15 cost for the upgrade and two weeks of onsite training for staff will be 16 approximately $15,000. 17 18 o Reminder was given regarding selection of a resident commissioner to be 19 submitted for approval by the Mayor and the Board of County Commissioners. 20 21 o DACHA PHAS Score —Although the DACHA PHAS Score is "substandard," it is 22 due to the vacancies which are under the 5(h) homeownership program. The 23 HUD field office told us not to appeal. 24 25 o Ms. Levey also included updates on the Shelter Plus Care program, the VASH 26 program, and the Family Unification Program. 27 28 o Also included is the link to the NAHRO Summer Conference as well as to the NM 29 MFA Housing Summit. 30 31 12. ADJOURNMENT 32 33 There being no further business, Vice Chairman Chaffee made a motion to adjourn the 34 meeting. Motion was seconded by Commissioner Cordero. Chairman Jir6n asked for a 35 vote on motion to approve. 36 37 Commissioner Jiron - aye 38 Commissioner Chaffee - aye 39 Commissioner Cordero — aye 40 41 Motion unanimously approved. Meeting adjourned at 3:37 p.m. 42 43 44 45 SEAL APPROVED BY 46 47 48 49 50 - • Art o hairman 8 1 SUBMITTED BY 2 3 _ 4 5 ' 13 �-��( � V 6 Robbie R. Levey, Interim Executive Di ector 7 8 9 10 11 12 13 14 15 16 17 18 19 20 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 9