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12-18-2012 1 MINUTES OF A REGULAR MEETING OF THE 2 BOARD OF COMMISSIONERS OF THE 3 MESILLA VALLEY PUBLIC HOUSING AUTHORITY 4 5 December 18, 2012 6 7 8 The regular meeting of the Board of Commissioners of the Mesilla Valley Public 9 Housing Authority was held in the Main Conference Room located at 926 S. San Pedro 10 Street, Las Cruces, New Mexico 88001. 11 12 1. CALL TO ORDER 13 14 Chairman Art Jiron called the meeting to order at 2:00 p.m. 15 16 2. ROLL CALL 17 18 19 MEMBERS PRESENT: Art Jir6n, Chairman 20 Arturo Marrujo, Vice-Chairman 21 Theresa Olguin-Fisher, Commissioner 22 Steve Pandak, Commissioner 23 Felix Cordero, Commissioner (Arrived at 2:05 pm) 24 25 STAFF PRESENT: Robbie R. Levey, Interim Executive Director 26 Jesse Padilla, Interim Deputy Director 27 Sharon Hansen, Accountant 28 Lee Montague, Modernization/Maintenance Manager 29 Annettie Machuca, AMA (by phone) 30 31 STAFF ABSENT: Christine Gonzalez, Executive Assistant (excused) 32 33 GUESTS: Vicki Simons, League of Women Voters 34 Jeff Curry, Director of Development, J.L. Gray 35 Kelly Bakken, Asset Manager, J.L. Gray 36 Claire Sudney, Stone Mtn Place Tenant 37 Lionel Rubio, Stone Mtn Place Tenant 38 39 4o 3. WELCOME AND INTRODUCTIONS 41 42 Robbie Levey introduced Denise Barela as the new part-time Admissions Coordinator, 43 stating that she has lived here in Las Cruces since 1987. 44 45 Chairman Jiron also introduced Claire Sudney, a tenant from Stone Mountain Place, 46 and Jeff Curry, Director of Development, and Kelly Bakken, Asset Manager, from J.L. 47 Gray. 48 49 4. PUBLIC INPUT 50 1 1 Ms. Claire Sudney, tenant at Stone Mountain Apartments, distributed a 3-page 2 handout and stated she did not have issues with the Housing Authority but with 3 J.L. Gray. She understood that J.L. Gray was to have a full-time management 4 and a full-time maintenance person on the premises. Chairman Jir6n asked Ms. 5 Sudney if she had discussed her issues with the proper manager. 6 7 Mr. Jeff Curry thanked the Board for allowing him to address the Board and 8 stated that J. L. Gray manages MVPHA's properties and strives to take care of all 9 residents and keep them safe and secure. Mr. Curry stated that they have given 10 Ms. Sudney the opportunity of terminating her lease if she is unhappy at Stone 11 Mountain Place. 12 13 Chairman Jir6n asked Ms. Sudney to submit her complaints in writing to Robbie 14 Levey at the Housing Authority. He then stated the Board could review her 15 concerns and respond, if appropriate. 16 17 • Mr. Lionel Rubio then asked to speak and stated he is also a tenant at Stone 18 Mountain Place. He wanted to inform the Board about different issues at Stone 19 Mountain Place. He stated that he has an issue with people who are not on the 20 lease and are living at the property. He stated that he has brought this to the 21 attention of management but they will not do anything about it. Chairman Jir6n 22 again stressed that it is necessary for him to submit his complaints in writing to 23 Robbie Levey. 24 25 • Ms. Kelly Bakken stated that they have received numerous complaints from Ms. 26 Sudney, and they do take complaints very seriously. Ms. Bakken stated that they 27 are now at a loss as to how to make her happy. 28 29 5. CONFLICT OF INTEREST 30 31 Chairman Jir6n asked if any Commissioner or staff member had any known conflict of 32 interest with any item on the agenda. No one expressed or revealed any conflicts. 33 34 6. APPROVAL OF REGULAR AGENDA 35 36 Chairman Jir6n asked if anyone had any comments regarding the agenda. He then 37 asked for a vote on the motion to approve. 38 39 Commissioner Pandak made a motion to approve the regular agenda. The motion was 40 seconded by Commissioner Marrujo. 41 42 Commissioner Jir6n — aye 43 Commissioner Marrujo — aye 44 Commissioner Pandak — aye 45 Commissioner Olguin-Fisher— aye 46 Commissioner Cordero — aye 47 48 The motion was approved unanimously with 5 aye votes. 49 50 2 1 7. CONSENT AGENDA — Those items on the Agenda Indicated by an Asterisk (*) are 2 on the Consent Agenda and will be voted on by one motion. N/A 3 4 8. APPROVAL OF THE MINUTES OF THE PREVIOUS REGULAR MEETING AND OF 5 SPECIAL MEETINGS, IF ANY 6 7 Approval of the Minutes from the Work Session on November 28, 2012 8 9 Chairman Jir6n asked if anyone had any comments on the Minutes. No comments 10 were received and he asked for a motion to approve these minutes. 11 12 Commissioner Pandak made a motion to approve the Minutes from the Work Session 13 on November 28, 2012. The motion was seconded by Commissioner Marrujo. 14 15 Commissioner Jir6n — aye 16 Commissioner Marrujo — aye 17 Commissioner Pandak — aye 18 Commissioner Olguin-Fisher— aye 19 Commissioner Cordero — aye 20 21 The motion was approved unanimously with 5 aye votes. 22 23 Approval of the Minutes from the Work Session of December 4, 2012 24 25 Commissioner Pandak made a motion to approve the Minutes from the Work Session 26 on December 4, 2012. Commissioner Olguin-Fisher seconded the motion. 27 28 Commissioner Jir6n — aye 29 Commissioner Marrujo — aye 30 Commissioner Pandak— aye 31 Commissioner Olguin-Fisher— aye 32 Commissioner Cordero - aye 33 34 The motion was unanimously approved with 5 aye votes. 35 36 9. RESOLUTIONS 37 38 Resolution No. 2012-32 — A Resolution Approving the Fiscal Year 2012 39 Independent Auditors' Reports 40 41 Commissioner Pandak made a motion to approve Resolution 2012-32. Commissioner 42 Cordero seconded the motion. 43 44 Commissioner Jir6n — aye 45 Commissioner Marrujo — aye 46 Commissioner Cordero — aye 47 Commissioner Olguin-Fisher— aye 48 Commissioner Pandak — aye 49 50 3 1 Ms. Sharon Hansen distributed copies of the audit report regarding the Housing 2 Authority of the City of Las Cruces and the audit report for the Mesilla Valley Public 3 Housing Authority, reminding the Commissioners that these were two separate audits. 4 5 The motion to approve Resolution 2012-32 was unanimously approved with 5 aye 6 votes. 8 • Resolution No. 2012-33 — A Resolution Approving Revisions to the MVPHA 9 Employee Manual 10 11 Commissioner Marrujo made a motion to approve Resolution 2012-33. Commissioner 12 Pandak seconded the motion. 13 14 Commissioner Marrujo asked what pro-rated measure is being used for leave and 15 holiday benefits. Ms. Levey responded that new regular full-time employees receive 4 16 hours of annual leave and 4 hours of sick leave every pay period, and part-time regular 17 employees will receive 2 hours for every 20 hours worked. Commissioner Olgufn- 18 Fisher asked what the estimated costs will be. Ms. Levey reported that cost would be 19 less than $1,000/year. Commissioner Olgufn-Fisher also asked how many part time 20 employees there are. Ms. Levey stated currently we have one, but it may increase to 21 two if and when an FSS Coordinator is approved by HUD and hired. 22 23 Commissioner Jir6n — aye 24 Commissioner Marrujo — aye 25 Commissioner Cordero — aye 26 Commissioner Olgufn-Fisher — aye 27 Commissioner Pandak — aye 28 29 The motion was unanimously approved with 5 aye votes. 30 31 Resolution No 2012-34 - A Resolution approving the MVPHA Mission 32 Statement and Goals (FY 2013) 33 34 A motion was made by Commissioner Pandak to approve Resolution 2012-34. The 35 motion was seconded by Commissioner Cordero. 36 37 Ms. Levey recommended that Resolution 2012-34 be amended to add "the City of Las 38 Cruces" to the Mission Statement in order to be consistent with the City of Las Cruces' 39 Consolidated Plan. 40 41 Commissioner Pandak made a motion to approve the amendment to the Resolution. 42 Commissioner Cordero seconded the motion. 43 44 Commissioner Jir6n — aye 45 Commissioner Marrujo — aye 46 Commissioner Cordero — aye 47 Commissioner Olgufn-Fisher— aye 48 Commissioner Pandak— aye 49 50 4 1 The motion to approve the amendment to Resolution 2012-34 was unanimously 2 approved with 5 aye votes. 3 4 A motion was then made by Commissioner Pandak to approve Resolution 2012-34 as 5 amended. The motion was seconded by Commissioner Cordero. 6 7 Commissioner Jir6n — aye 8 Commissioner Marrujo — aye 9 Commissioner Cordero — aye to Commissioner Olguin-Fisher — aye 11 Commissioner Pandak — aye 12 13 The motion to approve Resolution 2012-3,4 as amended, was unanimously approved 14 with a vote of 5 ayes. 15 16 • Resolution No. 2012-35 —A Resolution Approving Revisions to the Housing 17 Choice Voucher Program Administrative Plan 18 19 A motion was made by Commissioner Cordero to approve Resolution No. 2012-35. 20 This was seconded by Commissioner Pandak. 21 22 Ms. Annettie Machuca discussed Resolution No. 2012-35 by telephone. Commissioner 23 Olguin-Fisher asked why, under Income Subsidy, Page 6-22, was it changed from 6 24 months to 1 month. Ms. Machuca responded that it allows the Housing Authority to look 25 for assets over $5K. The current policy requests 6 months of statements, and often 26 families do not keep them. Banks charge the families for these statements, and failure 27 of the family to provide the information can cause termination of assistance. We have 28 identified that it is not necessary to have all six bank statements to calculate the rent, as 29 only one statement is enough. Often a family does not keep these statements or have 30 the ability to pay the fees charged by the bank. 31 32 Commissioner Olguin-Fisher made a motion to amend Resolution 2012-35 by deleting 33 the statement under Income Subsidy, Page 6-22. Commissioner Marrujo seconded the 34 motion to amend Resolution 2012-35. 35 36 Commissioner Jir6n — aye 37 Commissioner Marrujo — aye 38 Commissioner Cordero — aye 39 Commissioner Olguin-Fisher— aye 40 Commissioner Pandak - aye 41 42 The motion to amend Resolution 2012-35 was approved unanimously with 5 aye votes. 43 44 Commissioner Olguin-Fisher made a motion to approve Resolution 2012-35 as 45 amended. Commissioner Marrujo seconded the motion. 46 47 Commissioner Jir6n — aye 48 Commissioner Marrujo — aye 49 Commissioner Cordero — aye 50 Commissioner Olguin-Fisher — aye Commissioner Pandak— aye 5 1 2 Motion to approve Resolution 2012-35 as amended was unanimously approved. 3 4 10. UNFINISHED BUSINESS 5 6 • Mr. Jeff Curry, Director of Development for J.L. Gray, discussed the West Wind 7 Terrace low income housing tax credit application that will be submitted in 8 January, 2013. MVPHA plans to rehabilitate the existing twenty (20) units at 9 Pecos Apartments and add forty (40) new units. Total development cost will be 10 approximately $8 million. An application for $200,000 in HOME funds has been 11 submitted to the City of Las Cruces. 12 13 • The tour of MVPHA properties in Las Cruces is scheduled for January 7, 2013 at 14 10 a.m. 15 16 11. NEW BUSINESS 17 18 Election of Chair and Vice Chair for MVPHA Board of Commissioners (per 19 MVPHA Bylaws) 20 21 Commissioner Pandak made a motion to retain the present Chairman and Vice 22 Chairman of the Board of Commissioners. The motion was seconded by Commissioner 23 Cordero. 24 25 Both Chairman Jir6n and Vice Chairman Marrujo accepted the nomination. 26 27 Commissioner Jir6n — aye 28 Commissioner Marrujo — aye 29 Commissioner Cordero — aye 30 Commissioner Olguin-Fisher— aye 31 Commissioner Pandak — aye 32 33 The motion to retain Chairman Jir6n and Vice Chairman Marrujo was unanimously 34 approved. 35 36 • Management Reports 37 38 Accountant's Report 39 40 Ms. Hansen stated that this month's report includes the financial statements through 41 October 2012. She stated that the Mesilla Valley Public Housing Authority (MVPHA) 42 Conventional public housing program ended October 2012 with a net loss of 43 $255,265.25. As she has previously reported, the Housing Authority is currently being 44 funded at a very low level, approximately 25% of the previously received subsidy, 45 possibly in an effort by HUD to recapture most of our public housing cash balance, 46 which was $1,399,656.22 as of October 31, 2012. We have received HUD confirmation 47 that the current low funding level will continue at least through December 2012. 48 49 Ms. Hansen then reported that through October 2012, Burley Court has a net income of 50 $20,255.67. The Section 8 Voucher program ended October 2012 with a net admin income of $3,835.27 after adjusting for the over-expended HAP funding in the amount 6 a 1 of$944,108.32. The MVPHA Business Activities fund ended October 2012 with a net 2 loss of$43,261.68 due primarily to lack of home sales. The MVPHA Developer's Fees 3 fund earned a net income of $13,510.40 through October 2012 due to asset 4 management fees received from Cimmaron I and Falcon Ridge. 5 6 Ms. Hansen also informed the Board that we are waiting for approval from the Office of 7 the State Auditor of the contracts with Boothe, Vassar & Company to audit each of our 8 eight component units for calendar year 2012. As a reminder, this firm has audited 9 these entities (with the exception of Cimmaron I and Desert Palms) for three years now, 10 2009 through 2011. The deadline for submission of quotations was October 31, 2012. 11 12 Boothe, Vassar & Company was the only firm that submitted quotes. Since each audit 13 contract is below $50,000, the same firm can audit each entity for a total of twelve 14 years, as long as we request quotations from other audit firms every three years. 15 16 Housing Choice Voucher Program Manager Report 17 18 The Section 8 Report was not presented. 19 20 Modernization/Maintenance Manager Report 21 22 Mr. Lee Montague, Modernization/Maintenance Manager, stated that an RFP for 23 Architectural Services to complete the interior design of the two ADA apartments has 24 been received. Upon completion of the drawings, an RFP will be issued for the build- 25 out of the two ADA units. He is hoping to have the drawings completed by mid-January. 26 27 The 2009 DACHA CFP final closeout documents have been submitted to HUD. Final 28 revisions for the 2010 and 2011 DACHA CFP were submitted to HUD on December 3, 29 2012. Upon approval, these budgets will be closed out. 30 31 Safety — The compiling of Material Safety Data sheets for all chemicals and other items 32 located at MVPHA and used by the maintenance staff in the field are complete. Two 33 right-to-know centers have been installed, as required by OSHA; one in each building. 34 35 Mr. Montague informed the Board that he is currently working on an Emergency 36 Response Policy, which will cover aspects of Medical Emergency, Fire Emergency, 37 Violence and Bomb Threats in the workplace. 38 39 The REAC inspection for Burley Court was done on November 8-9, 2012. No 40 significant discrepancies were found. The MVPHA score is 89 which is a significantly 41 higher score than in previous years. An appeal, due by January 9, 2013 is in process to 42 try to obtain an additional 1.3 points, due to road pavement damage. Roads are under 43 the City of Las Cruces and not MVPHA's responsibility. 44 45 Housing Programs Manager/Interim Executive Director Report 46 47 Mr. Jesse Padilla informed the Board that the PIC score for Public Housing is 100%. 48 PIC is the HUD Public Information Center where the department is required to report all 49 assisted families and all transactions each month. 50 7 1 He also informed the Board that he had attended the PIH Quarterly workshop in 2 Albuquerque, NM, on December 10 - 11, 2012. The training consisted of system 3 reporting updates, ethics, labor relations, CFP, procurement and PHAS tools. Mr. 4 Padilla stated this was a very good training. 5 6 Utility allowance changes were completed for all tenants in the Public Housing Program. 7 Mr. Padilla reported the following: 8 9 Under Burley Court, the vacancy rate is 3 percent. to Under the Conventional Public Housing Program, the vacancy rate is 2 percent. 11 Under Oak Street Apartments, the vacancy rate is 5 percent. 12 Under Almendra Apartments, the vacancy rate is 6 percent. 13 Under Pecos Apartments, the vacancy rate is 20 percent 14 15 He also informed the Board that vacant units at Pecos and Almendra Apartments will be 16 filled by Robledo Ridge tenants who are being temporarily relocated during the 17 rehabilitation of their existing units. 18 19 Interim Executive Director Report 20 21 Ms. Levey stated that during the first two weeks of November, staff received on-site, 22 hands-on training in Winten2, an upgrade to the existing housing software. Public 23 Housing was successful in generating rent statements for tenants in Public Housing and 24 MVPHA-owned units. Section 8 was successful in processing direct deposit payments 25 to landlords. 26 27 Ms. Levey also report that the sale of the parcel of land behind Almendra Apartments is 28 scheduled for the end of January. She also stated that the refinancing of Almendra 29 Apartments is completed. HUD is re-processing the funding eligibility for a part-time 3o FSS Coordinator. She provided an update on the Housing Choice Voucher program 31 HAP disbursements, Shelter Plus Care Grant, Vash Program, and Family Unification 32 Program. She also included an update on recent training by staff. 33 34 Ms. Levey also reminded the Board that starting in January, the regular monthly 35 meetings will begin at 12 noon. 36 37 12. ADJOURNMENT 38 39 There being no further business, Commissioner Pandak made a motion to adjourn the 40 meeting. The motion was seconded by Commissioner Cordero. 41 42 Commissioner Jiron - aye 43 Commissioner Pandak - aye 44 Commissioner Cordero — aye 45 Commissioner Olguin-Fisher— aye 46 Commissioner Marrujo - aye 47 48 The motion was approved with 5 aye votes. 49 5o The meeting was adjourned at 3:30 p.m. 8 1 SEAL APPROVED BY: 2 3 � 4 t�t� 5 Art Jiron, Chairman 6 7 8 SUBMITTED BY: 9 10 11 12 V KJ l v 13 Robbie R. Levey, Interim Execu 've Director 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