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11-18-199742 43 .. L% J MINUTES OF A REGULAR MEETING OF THE HOUSING AUTHORITY OF THE CITY OF LAS CRUCES BOARD HELD ON NOVEMBER 18, 1997 The Board Meeting of the Housing Authority of the City of Las Cruces was held at 6:05 p.m. at 926 S San Pedro, in the City of Las Cruces, State of New Mexico. 1. Roll Call. The meeting was called to order by Lorraine R. Gutierrez, Chairperson. MEMBERS: Lorraine R. Gutierrez, Chairperson Trevas Y. Ryan, Commissioner Alice E. Holmes, Commissioner ABSENT: Frances F. Williams, Vice Chairperson (excused; out -of -town) OTHERS: John L. Wingard, Executive Director Caroline Velarde, Executive Secretary Sam J. Aguirre, HACLC Attorney Sharon Hansen, Accountant Robert Ashley, Human Resources Tom Hassell, Modernization Manager Andrew T. Holguin, Deputy Director Al Vizcarra, Community Activities Coor. Chuck Mitchell, photographer Jack King, Sun -News reporter 2. Public Participation. No public participation took place. * 3. Approval of the Minutes for a Special Board Meeting held on October 7, 1997. * 4. Approval of the Minutes for a Regular Board Meeting held on September 16, 1997. * 5. Approval of Payments for October 1997. * 6. Approval of Payments for September 1997. * 7. Financial reports for the period ending October 31, 1997. * 8. Financial reports for the period ending September 30,1997. Chairperson Gutierrez entertained a motion to approve the above consent agenda. So moved by Commissioner Ryan. Seconded by Commissioner Holmes. Chairperson Gutierrez took a vote for approval: Commissioner Ryan voted in favor. * consent agenda 1 2 45 46 47 48 49 L J Commissioner Holmes voted in favor. Motion carried. 9. Written Reports a. Accountant Based on the October reports, the following items should be noted: The agency is currently running a $2,337.71 year -to -date deficit in the Section 8 Existing program. The first column of the revenue and expenditure report is for the month of October only. The $4,860.09 deficit is due largely to the fact that there were three payroll periods for the month of October, when usually there are only two payroll periods per month. As a reminder, the HACLC runs a biweekly payroll system resulting in 26 pay periods per calendar year. This means that two months of each year will contain three payroll periods. November and December's financials will show if this year -to -date deficit corrects itself. Currently, the HACLC has 65.98% of the budget remaining for operating expenditures and 66.50% of the budgeted revenues remaining. These numbers do not deviate far from the expected 66.66% remaining at this point in the fiscal year. 2. Please bear in mind that all operating programs reflect an additional payroll period in the Current Period Actual column. This extra payroll period had a definite impact on the Section 8 Moderate Rehab and Section 8 Voucher programs. 3. The agency has spent 41.55% of the budget for total operating expenditures in the RTC program and 35.61 % in the Montana program, compared to the expected 33.33 %. Again, November and December's financials will show whether or not this trend continues. Ms. Hansen pointed out that the Conventional Program's Statement of Revenues and Expenditures has two new line items. The first is titled Residuals -3 -6 Acquisition. This is the $85,749.46 balance the HACLC was able to drawdown on the completed Acquisition 3 -6 program. Forty- thousand dollars of this will be used as matching funds should we be funded for the EDSS grant. The second new line item is titled Residuals -1994 CGP with a budgeted amount of $8,606.54. Ms. Hansen stated that Mr. Hassell closed out the 1994 Comprehensive Grant Program and, with HUD approval, transferred the balance to the Conventional operating budget. By showing these amounts which are transfers or carryovers from other programs as separate line items, the HACLC will ensure accountability of expenditures made from these separate "pools" and be able to see the balance in each at a glance. Casterline Associates sent a letter a while back offering to analyze the HACLC's past Performance Funding System (PFS) reports to see if it can recapture any additional subsidy in the Conventional program. This would be possible if the HACLC had not taken advantage of any add -ons allowed by HUD. Since the analysis was being offered at no expense and since PFS is such a complex funding formula, Mr. Wingard and Ms. Hansen felt they had nothing to lose by accepting their offer. Additionally, the fact that the offer came from Casterline Associates added credibility to the proposal. Mr. Jason Casterline is the former editor of the PHA Finance Report. Ms. Hansen has always found this publication to be very accurate and timely. On several occasions she has taken advantage of their free telephone assistance and has never had HUD take exception with their guidance. Ms. Hansen sent copies to Mr. Casterline of all the HACLC's past PFS reports she could find and he did the evaluation and submitted a proposal. 2 L J 238 C. Modernization Manager 239 240 The Modernization Department reported the following work in progress: 241 242 A. Storage Room Doors - NM 3 -3 (Bon Burt) 243 244 The contract has been awarded to Eldon King Builders, Inc. The contract price came in at 245 $38,800 plus $2,473.50 in tax for a total of $41,273.50. Total budget available is $48, 246 816.54 and is comprised of 1996 CGP funds and funds remaining after the closeout of the 247 1994 CGP which were transferred to the operating budget with HUD's approval. The 248 contract duration is 60 days and the notice to proceed will be issued in November. 249 250 B. Landscaping Design - Various Conventional Housing Sites 251 252 Robert Todd Jones, ASLA, Engineers Inc., has completed the design for landscape 253 improvements at various conventional housing sites. Mr. Jones has prepared an estimate of 254 costs to perform the work as part of his final package. 255 256 C. Rehabilitation of Scattered Site Housing - NM 3 -6, Phase 1 257 258 DynaCon, Inc. has completed their contract for the rehabilitation of 10 scattered site housing 259 units. The work was completed within budget. 260 261 D. Rehabilitation of Scattered Site Housing - NM 3 -6, Phase II 262 263 The Architect has completed the design and construction documents and specifications for 264 the rehabilitation of approximately nine homes and will be going out for bids on November 265 19, 1997. A resident meeting was held to discuss temporary relocation with the residents 266 effected by the rehabilitation. Z67 268 E. Office Addition 269 270 The Architect is working on the design and construction documents and specifications so 271 that the job can go to bid. The Board will be informed of pending milestones as the job 272 progresses. 273 274 F. New Construction of 19 Units for Home Ownership (Home Choice) - NM 3 -11 275 276 Paragon Builders, Inc. is making good progress on the project. Numerous foundation /floor Z77 slabs with associated plumbing have been poured (Chaparro, Corbett, Fir and Winton 278 Circle). Framing has begun at the Chaparro and Corbett sites. The appraisal of the new >79 units was available for Board review at the meeting. Based on a phone conversation with ?80 the appraiser, it appears that the units are right in line with the surrounding neighborhoods ?81 and will therefore have a positive effect on property values. ?82 >.83 G. Upgrade of HACLC Phone System 284 ?85 The new phone system has been installed. ANMTELCO, the contractor for the phones, has ?86 been working closely with the staff to train and set up the system to our liking. The HACLC Ce 287 has seen a marked decrease in the amount of time the front desk receptionist spends 288 dealing with phone messages /calls which allows her to concentrate on walk -ins and daily 289 business. A list of Direct Inward Dialing (DID) numbers was provided for the Board's use. 290 The HACLC is also gathering information /pricing to install a Telecommunication Device for 291 the Deaf as an addition to this phone upgrade as required by ADA regulations. 292 293 H. RTC - Suggestions for Curb Appeal 294 295 As per the Director, the staff has been looking into ways to add curb appeal to the RTC 296 property. Suggestions are as follows: 297 298 RTC Property 299 300 1. Property division fences. 301 2. Rock wall repair. 302 3. Common area landscaping. 303 4. Individual trash pickup and enclosures for the individual trash containers in lieu of 304 dumpsters. 305 5. General cleanup. 307 I. 1994 CGP - Closeout of Program 308 The HACLC received HUD approval to close out the 1994 CGP. It had $8,606.54 in residual 309 funding that was transferred to the operating budget as part of the closeout process. These 310 residual funds will be used to supplement the contract for the replacement of storage doors 311 at NM 3 -3 (Bon Burt). 312 J. 1997 CGP - ACC Amendment 313 The Modernization staff thanked the Board for their prompt response and cooperation in 314 attending a special meeting held on October 7, 1997. This allowed HUD to process the 315 HACLC's 1997 CGP submission and finalize its ACC Amendment so that it could begin 316 drawing down funds for this program. Mr. Hassell noted that the Albuquerque HUD field 317 office is severely understaffed. They sent the unexecuted ACC on September 16, 1997 the 318 day of the HACLC's last month's meeting. Therefore, the HACLC had scheduled the ACC 319 for the October meeting. Unbeknownst to the HACLC, HUD had to have the ACC executed 320 and resolved by September 30, 1997, the end of their federal fiscal year. Therefore, it was 321 necessary to hold the special meeting. 322 d. Community Activities Coordinator 323 The Community Activities Program reported the following: 324 October 325 1. Red Ribbon Report 326 a. Youth and Staff to hand out Drug Free material at N.M.S.U. sporting events. 327 b. To assist with presentations at elementary schools. 328 c. Assist with Harvest Festival events at Meerscheidt Center, Mesilla Park Recreational 329 Center and East Mesa Recreational Center. 7 330 331 332 333 334 335 336 338 339 340 341 342 343 344 345 346 347 348 349 350 351 352 353 354 355 356 357 358 359 360 361 362 363 364 365 366 367 368 L J 2. Youth had a booth at Whole Enchilada Fiesta (cake walk). 3. Booth at Mayor's Block Party (Drug Prevention). 4. Teens Needing Teens Training (self- esteem - peer pressure). 5. In conjunction with N.M.S.U. Social Work Dept., we will be having Social Work Majors doing their internship with the C.A.P. Dept. assisting with dysfunctional families. 6. Tutoring Program adding two components: 1. Americorp to assist with students who need individual assistance. 2. Working Relationship with Dona Ana Juvenile Justice Dept. to identify and offer counselliing to youth offenders. 7. Youth and Staff awarded scholarship by N.M. Dept. Of Health to attend Leadership Training in Albuquerque. 8. Tutoring at 3 sites with computer instruction. 9. Fall City of Las Cruces basketball League - 5 teams entered ( 10 Co -ed players each team). 10. 1997 (ASSIST) New Mexico Dept. Of Health Grant starts (Youth Tobacco Prevention). 11. Project VALOR, project thru Senator Bingaman's Office on truancy and dropouts. 12. Youth Anti - Alcohol Campaign with Southern N.M. Prevention Council. 13. Recreational Activities: a. Boy Scouts b. Girl Scouts c. Basketball (Co -Ed) d. N.M.S.U. events e. Las Cruces Public School events f. Teens Needing Teens Program g. Project O. R.A. L. E. (N. M. Dept. Of Health) h. Work Study students - N.M.S.U. I. Gatorade Punt, Pass & Kick 14. N.M.S.U. Dept. Of Home Economics - student during parenting project. 15. N.M.S.U. Chicano Play for the youth at Corbett Center. 16. Scared Straight Program at Southern N.M. Correctional Facility. November 1. Project Respect youth training sessions and activities in prevention of: a. Gangs b. Drugs c. Peer Pressure 2. Tobacco Compliance Checks by Teens Needing Teens Program. 3. Midnight Basketball League at Meerscheidt Center. 4. Internet training and news article preparation workshops conducted at the Las Cruces Museum of Natural History. W 369 5. Food Baskets donated by the Las Cruces Civitan Club and delivered by C.A.P. staff. 370 6. James Street Nursing Home Thanksgiving Party by HACLC youth. 371 7. New Mexico Department of Health contractors workshop for new ASSIST Grant. 372 8. Tutoring programs at three sites Monday through Friday with the assistance of: 373 a. Work study students from N.M.S. U. 374 b. C.A.P. staff 375 c. Resident Assistants 376 d. Resident Teens 377 378 9. Crime Prevention Day held at Benavidez Center for youth and parents. 379 10. Recreational Activities at 3 sites that include: 380 a. 5 Co -Ed Basketball Teams entered in Las Cruces Fall Basketball League 381 b. N.M.S.U. athletic and cultural events 382 c. Las Cruces Public School events 383 384 11. Applied for the National Gardening Associations Youth Garden Grants program. 385 12. Coordinated Health and Anti -Gang programs with T or C and Sunland Park. 386 13. Participated - "Women in Transition Conference" dealing with new Welfare Reform. 387 14. Participated in Field Exchange Day by the N.M.S.U. Social Work Department. 388 e. Executive Director 389 Mr. Wingard reported the following to the Board: 390 The HACLC helped to host the New Mexico NAHRO winter session meeting held November 391 12 -14, 1997 at the Las Cruces Hilton. 392 Mr. Jeff Collins attended training on Physical Inventories and Cycle Counts in Albuquerque on 393 November 12th and 13th. 394 Mr. Robert J. Ashley started in the position of part-time Human Resource Management 395 Specialist as of November 18, 1997. Mr. Ashley was formally introduced to the Board. 396 HUD has awarded the HACLC the 1997 Public Housing Drug Elimination Program funding that 397 will be utilized to continue and expand current drug elimination and security patrol efforts under 398 its Community Activities Program (CAP). The grant ($102,600) will allow for continued 399 substance -free alternative educational and recreational activities for public housing youth, 400 security patrol services, use of NMSU work study students as tutors, and the employment of a 401 Resident Assistant Trainee under the direction of the CAP Coordinator as well as continued 402 funding for the Coordinator's position. 403 HUD has awarded the HACLC the 1997 Federally Assisted Low Income Housing Drug 404 Elimination Grant Program ($125,000)to provide: off -site activities, on -site activities, 405 educational skills, NMSU Summer Debug Computer Camp, NMSU work study students, 406 Economic Development Program with both the Hispano and Greater Las Cruces Chambers of 407 Commerce, hire a Resident to work with the Economic Development Program, paint parking lot 408 numbers, security lighting, and block filler /paint top combat graffiti. W 410 411 412 413 414 415 416 417 II418 419 420 421 422 423 424 425 426 427 428 429 430 431 432 433 434 435 436 437 438 439 440 441 442 443 444 445 446 447 448 449 Ci J ► Mr. Wingard stated that thus far, the HACLC has not heard from HUD on the status of the submitted Economic Development/Self- Sufficiency and Tenant Opportunities Program grant applications. ► Although the HACLC was not successful in securing 50 Family Unification Program certificates for federal fiscal year 97, senatorial contacts in Washington have made HUD Central staff persons aware of the HACLC's concern relating to data accuracy which has provided attention and support for HUD change for the FFY 98 application cycle which is pending. ► The HACLC is awaiting receipt of a market -value appraisal for the Montana Apartments prior to proceeding with final fiscal analysis and recommendation(s). ► Mayor Smith appointed Mr. Wingard to the Business Advisory Group (BAG), whose focus is on the issue of creating affordable housing opportunities in Las Cruces. City Manager, Jesus Nava, Mr. Hassell and Mr. Wingard spent two days (10/23 & 24) in San Antonio, TX, to review city and nonprofit sector housing and employment programs and providers. They will give a report to the group within 30 days. The advisory group is searching to form a nonprofit vehicle to implement private- public partnerships. Mr. Wingard pledged cooperation through use of the HACLC law firm in formation activity. Mr. Nava also met with Mr. Sam Aguirre, HACLC attorney to learn more about the Low Income Housing Tax Credit (LIHTC) Program. Mr. Wingard and Mr. Hassell attended Internet training at the San Antonio Housing Authority on October 23rd. Mr. Wingard reminded the Board about the Holiday party that will take place Friday, December 12, 1997 at 6:30 p.m., at the VFW at 2001 N. Mesquite Street. The caterers will serve dinner at 7:00 p.m. with dancing following at 8:00 p.m. The HACLC invites all Board Members and their guests to attend. HACLC Attorney • Mr. Aguirre explained that HACLC staff inadvertently entered the property of Mr. Henry Reyes (845 Fir Avenue) and deposited fill dirt upon it under the mistaken belief that the property belonged to the Authority. Mr. Reyes acknowledged that there was no damage to his property and that he could use the dirt for future construction. A release agreement was prepared with Mr. Reyes that prevents him from taking legal action against the HACLC. • Mr. Aguirre stated that the law firm he works for Escamilla & Poneck, Inc., is in the process of establishing a 1 -800 number and to be online. It is the firm's goal to be accessible to its clients via the telephone and electronically. • Escamilla & Poneck, Inc., conducted legal research of whether a sibling of a HACLC employee may own a Section 8 property. It is the firm's opinion that neither Federal or State law specifically prohibit such a relationship. Mr. Aguirre explained that the firm is coordinating with the HACLC to develop a local policy enabling the Authority to monitor and /or strictly limit such relationships. • Mr. Aguirre attended the housing conference sponsored by the New Mexico Mortgage Finance Authority in Albuquerque where he had the opportunity to meet with other professionals involved in housing. 10 450 8. Resolutions 451 L Resolution No. 602 - A Resolution revising the Petty Cash Policy 452 Mr. Wingard proposed the establishment of five departmental petty cash funds. This will improve 453 efficiency by eliminating staff time in accessing one single account. All accounts will be reconciled by 454 the Accountant prior to replenishment and subject to internal auditing at any time. 455 Chairperson Gutierrez entertained a motion to approve Resolution No. 602 as presented. 456 So moved by Commissioner Holmes. Seconded by Commissioner Ryan. Chairperson 457 Gutierrez took a vote for approval: 458 Commissioner Ryan voted in favor. 459 Commissioner Holmes voted in favor. 460 Motion carried. 461 ii. Resolution No. 603 - A Resolution writing off uncollectible accounts for the 370 462 Montana Property 463 Mr. Wingard stated that this resolution will write off uncollected debts ($8,187.22) attributable to 464 vacated residents since initial occupancy as of January 1995. He repeated what Mr. Holguin stated 465 earlier that the accounts could be the result of many reasons such as rent, maintenance services, 466 court cost, utilities etc. Mr. Wingard concluded that the HACLC will submit the delinquencies to the 467 collection agency for further action. 468 Chairperson Gutierrez entertained a motion to approve Resolution No. 603 as presented. 469 So moved by Commissioner Holmes. Seconded by Commissioner Ryan. Chairperson 470 Gutierrez took a vote for approval: 471 Commissioner Ryan voted in favor. 472 Commissioner Holmes voted in favor. 473 Motion carried. 474 iii. Resolution No. 604 - A Resolution writing off uncollectible accounts for the RTC 475 property 476 Mr. Wingard stated that this resolution will write off uncollected debts ($7,310.19) attributable to 477 vacated residents since initial occupancy as of November 1993. He repeated what Mr. Holguin 478 stated earlier that the accounts could be the result of many reasons such as rent, maintenance 479 services, court cost, utilities etc. Mr. Wingard concluded that the HACLC will submit the 480 delinquencies to the collection agency for further action. 481 Chairperson Gutierrez entertained a motion to approve Resolution No. 604 as presented. 482 So moved by Commissioner Holmes. Seconded by Commissioner Ryan. Chairperson 483 Gutierrez took a vote for approval: 484 Commissioner Ryan voted in favor. 11 485 486 487 488 489 490 491 492 493 494 495 496 497 498 499 500 501 502 503 504 505 506 507 508 509 510 511 512 513 514 515 516 517 518 519 520 G J Commissioner Holmes voted in favor. Motion carried. iv. Resolution No. 605 - A Resolution Approving a hand held meter reading and inspection device As discussed at the September meeting, Mr. Wingard advocated for the purchase of equipment and software to both quicken and improve accuracy of its apartment inspection and meter reading responsibilities. Chairperson Gutierrez entertained a motion to approve Resolution No. 605 as presented. So moved by Commissioner Holmes. Seconded by Commissioner Ryan. Chairperson Gutierrez took a vote for approval: Commissioner Ryan voted in favor. Commissioner Holmes voted in favor. Motion carried. V. Resolution No. 606 - A Resolution Approving a revised Resident Grievance Procedures As stated earlier by Mr. Holguin, Mr. Wingard agreed that revisions were necessary to the HACLC's Resident Grievance Policy to consolidate process and to stay abreast of HUD regulation changes. Chairperson Gutierrez entertained a motion to approve Resolution No. 606 as presented. So moved by Commissioner Holmes. Seconded by Commissioner Ryan. Chairperson Gutierrez took a vote for approval: Commissioner Ryan voted in favor. Commissioner Holmes voted in favor. Motion carried. vi. Resolution No. 607 - A Resolution Approving the formation of a Community Housing Development Organization (CHDO) As previously discussed at the September board meeting, Mr. Wingard reiterated the point about the HACLC sponsoring the formation of a Las Cruces -based CHDO that may enable the agency to receive approximately 15% of the CLC's annual HOME allocation. Mr. Wingard stated that the resolution was prepared for last month's meeting. However, due to a lack in a quorum the commissioners canceled the meeting. Since then, the HACLC altered the resolution to include technical assistance from the Enterprise Foundation. Mr. Aguirre stated that the Articles of Incorporation have been prepared since the creation of the CHDO will need to be authorized by the Board. Upon incorporation, an organizational meeting will be scheduled to appoint officers and directors, adopt bylaws and address miscellaneous business matters. Mr. Aguirre concluded that the CHDO will enable the HACLC to expand its housing stock. 12 521 Chairperson Gutierrez entertained a motion to approve Resolution No. 607 as presented. 522 So moved by Commissioner Holmes. Seconded by Commissioner Ryan. Chairperson 523 Gutierrez took a vote for approval: 524 Commissioner Ryan voted in favor. 525 Commissioner Holmes voted in favor. 526 Motion carried. 527 vii. Resolution No. 608 - A Resolution entering into a contract with Casterline 528 Associates for Performance Funding Subsidy (PFS) recovery. 529 In conjunction with Ms. Hansen's report, Mr. Wingard recommended that the HACLC enter a contract 530 for recovery of eligible PFS funding from HUD with Casterline Associates. The HACLC is guaranteed 531 a net amount of minimally approximately $10,000 from HUD. Mr. Aguirre stated that he reviewed the 532 proposal and confirmed that any such contract is a professional services contract with a value less 533 than $20,000. Thus, it is exempt from any bidding requirements. 534 Chairperson Gutierrez entertained a motion to approve Resolution No. 608 as presented. 535 So moved by Commissioner Holmes. Seconded by Commissioner Ryan. Chairperson 536 Gutierrez took a vote for approval: 537 Commissioner Ryan voted in favor. 538 Commissioner Holmes voted in favor. 539 Motion carried. 540 11. Incidental Reports 541 As previously reported by Mr. Hassell, copies of the landscaping design and estimate were 542 available for Board review and approval before going out for bids. 543 As previously reported by Mr. Holguin, copies of the Resident Grievance Procedure Policy were 544 included in the packets for Board review and approval via Resolution No. 606. 545 As previously reported by Ms. Hansen and Mr. Wingard, copies of the proposal by Casterline 546 Associates were in the packets for Board review and approval via Resolution No. 608. 547 A listing of the new direct dial telephone numbers for HACLC employees were included in the 548 packets for the Board's use. 549 12. New Business. 550 Mr. Wingard introduced Mr. Chuck Mitchell, a photographer, noting that he is working on a 551 calendar for 1998. Mr. Wingard explained that many housing authorities print annual reports 552 with staged photos, graphs and charts of their organizations' operations and successes. Mr. 553 Wingard believes that if the HACLC is going to absorb expense the calendar should benefit the 554 residents as a service tool and place a visual influence on the HACLC's operations, programs 555 and residents. The calendar will have journalistic photographs (a real sense of people as 556 portraits in conveying emotion) besides staged photos. Mr. Wingard went on to say that the 13 557 558 559 560 561 562 563 564 565 k.. 567 568 569 570 571 572 573 574 575 576 577 578 W 580 581 582 583 Cr 0 calendar will be bilingual and have monthly themes, acknowledge all holidays and serve as a reminder of rent dues, housekeeping standards and /or parenting tips to name a few. It is anticipated to have approximately 1000 calendars made available for distribution the first week of December to the residents, board members, and elected officials. 13. Closed Session - probable litigation. Chairperson Gutierrez entertained a motion to go into closed session at 6:20 p.m. So moved by Commissioner Ryan. Seconded by Commissioner Holmes. Chairperson Gutierrez took a vote for approval: Commissioner Ryan voted in favor. Commissioner Holmes voted in favor. Motion carried. Chairperson Gutierrez entertained a motion to reconvene into open session at 7:00 p.m. So moved by Commissioner Ryan. Seconded by Commissioner Holmes. Chairperson Gutierrez took a vote for approval: Commissioner Ryan voted in favor. Commissioner Holmes voted in favor. Motion carried. During the closed session the Board discussed pursuing the recovery of some fraudulent residents' underpayments of rent. Chairperson Gutierrez entertained a motion authorizing the Executive Director and Deputy Director as well as the HACLC Attorney to take the proper steps to pursue the collection of residents' underpayments of rent pursuant to HUD regulations. So moved by Commissioner Holmes. Seconded by Commissioner Holmes. Chairperson Gutierrez took a vote for approval: Commissioner Ryan voted in favor. Commissioner Holmes voted in favor. Motion carried. 14 •i 585 586 587 588 589 590 591 592 593 594 595 596 597 598 599 600 601 602 603 604 605 606 607 608 609 610 611 612 613 614 615 616 i 14. Media Questions. ► Sun -News reporter Jack King asked about the amount of underpayments of rent the HACLC is dealing with and for how many years. Mr. Wingard replied that it is approximately $38,000 that covers a twenty -year span. Mr. King asked why is the HACLC now taking action. Mr. Wingard replied that the information became known through computer matching. Mr. Wingard explained that the HACLC could not give additional information, otherwise, it would jeopardize the investigation. ► Mr. King asked if Mayor Smith has appointed a fifth board member to the HACLC Board. The Commissioners replied that they have not received word from the Mayor's office. 15. Adjournment. Chairperson Gutierrez entertained a motion for adjournment. So moved by Commissioner Ryan. Seconded by Commissioner Holmes. Chairperson Gutierrez took a vote for approval: Commissioner Ryan voted in favor. Commissioner Holmes voted in favor. Motion carried. Adjournment 7:05 p.m. 5 SUBMITTED BY, n � J\ �in`gard, Execu ive Director 15 APPROVED BY, 1_1� /9 Lorraine R. Gutierrez, Chairperson .y 143 144 145 146 147 148 149 150 151 152 153 154 155 156 157 158 159 160 161 162 163 164 165 166 167 168 169 170 171 172 173 174 175 176 177 178 179 180 181 182 183 184 185 186 187 188 189 E 2. Resident Grievance Procedure - Resolution No. 606 As previously reported, the Housing staff had been working on the resident grievance procedure using HUD's Code of Federal Register, Nan McKay's Handbook and Mr. Wingard's documentation on grievance procedures. It is now completed and ready for Board approval through resolution. As a requirement by HUD, the HACLC introduced the grievance procedure to the United Residents of Taylor Center (Resident Council) for their review and feedback. The Resident Council met on October 2, 1997, and discussed the grievance procedure without any recommendations. Upon board approval the grievance procedure will be forwarded to the Albuquerque HUD Office for their review. 3. Write -Offs for RTC and Montana Housing (Non -HUD Funded) - Resolution Nos. 603 & 604 MONTANA: As the date of purchase (January 1995), the HACLC has kept an ongoing record of its vacated tenants who left a delinquent account. The agency has accumulated almost three years worth of delinquencies which amount to $8,187.22. RTC: As the date of purchase (November 1993), the HACLC has also kept an ongoing record of the vacated tenants who left a delinquent account. The agency has accumulated five years of delinquencies which amount to $7,310.19. The above accounts could be for a number of reasons ( i.e., rent, maintenance services, court cost, utilities etc.). As usual, the HACLC will continue to provide the collection agency with its delinquencies for further action. Mr. Holguin pointed that as a standard practice with HUD - funded accounts he will be requesting write -offs on an annual basis. 4. Hand Held Inspection Device and Meter Reading Device - Resolution No. 605 At the September board meeting, Mr. Holguin provided information on the inspection and meter reading device for Board review and discussion. As a procedure, Mr. Holguin submitted a request for Board Resolution in order to continue with the purchasing process. 5. Unreported Income by HACLC Residents In recent months the HACLC has started receiving Social Security income data of its residents through a new computer matching system that HUD has linked with the office through the SS Administration. Under the Section 8 and the Conventional Housing programs, the HACLC has discovered four (4) cases of tenant fraud because of unreported Social Security (SS) and /or Supplemental Security Income (SSI) benefits. The cases have been referred to Mr. Aguirre, HACLC Attorney for further review and assistance. 11 190 191 192 193 194 195 196 197 198 199 200 201 202 203 204 205 206 207 208 209 210 211 212 213 214 215 216 217 218 219 220 221 222 223 224 225 226 227 228 229 230 231 232 233 234 235 236 237 C� j 6. HQS Training and Examination - Joe Barrio Mr. Joe Barrio, Section 8 Housing Counselor, recently attended a training session on HUD's Housing Quality Standard (HQS) and successfully passed the four -hour examination. HUD has established an Acceptability Criteria to assure a prospective tenants are in receipt of a unit that is decent, safe, and sanitary. The HQS is required to assure: ► Establishment of a minimum and maximum level of acceptability standard to be applied. ► Minimum standard to assure federal dollars are not spent on inadequate housing (i.e., not decent, safe, and sanitary). ► Maximum standard to assure application is not so restrictive as to unduly restrict the number of housing units available to Certificate holders to rent. ► Provide protection to tenants. ► Prevent assistance being provided for substandard units. ► Upgrade housing stock available to low income families. On occasion, when the Section 8 Housing Inspector is unavailable a Housing Counselor may be requested to conduct an inspection. Presently, all three Section 8 Housing Counselors are certified HQS inspectors thus not relying on the inspector to handle all inspections. Since landlords are concerned with vacancy loss and tenants are in search of housing, our expeditious response to their needs is beneficial to all. 7. Landlord Packet The Section 8 Department is working on a Section 8 information packet for new landlords. The packet has general information on how to become a Section 8 landlord and what is expected for a rental unit to qualify under HUD's Housing Quality Standards. 8. HACLC Calender The HACLC will soon have its very own calender that will be distributed to the public housing residents and the general public. The HACLC has contracted Mr. Chuck Mitchell, a photojournalist, to assist with the development and the final product. He is expected to supply the HACLC with 1,000 calenders. The layout will have pictures of the new NM3 -11 development to a variety of resident activities. The calender should be available early December 1997. 9. MTCS The HACLC's two Senior Housing Counselors attended the Multifamily Tenant Characteristics System (MTCS) training as reported in September. HUD revamped the Form HUD - 50058, Family Report, from a 3 -page to an 11 -page document. At each interim or annual recertification a 50058 form must be generated. Also, the MTCS electronic reporting of the 50058 will be transmitted through the Internet instead of sprint mail where the HACLC had some difficulty with feedback from the MTCS processing center. Although the Housing Counselors will be burdened with more paperwork, it is anticipated that the transmission over the Internet will be more efficient. 5 of 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 1 J Finally, the Housing Authority currently has three insurance policies coming up for renewal. The Employee Fidelity Bond renews December 15, 1997. The Public Official's Liability policy renews on January 1, 1998. Also, the Electronic Data Processing policy, which covers all of the computer hardware and software, renews on January 10, 1998. Due to the premium on each of these policies being less than $5,000, it is not required to issue a formal RFP. Instead Ms. Hansen prepared a requisition for each of the policies. She is accepting written quotes for each policy from three insurance companies. The deadline for response is Monday, December 1, 1997. b. Deputy Director 1. Admissions Department Waiting List Information: Housing Program Number of Applicants Conventional 432 Section 8 New Construction 406 Section 8 Mod. Rehab. 419 Section 8 Certificates & Voucher 108 The HACLC has revised its brochure to reflect housing updates. The brochure has general information on the HACLC establishment as well as outlining the benefits the residents may receive when under housing assistance (FSS and Community Activities Program). The information will be translated into Spanish. The HACLC has its waiting list open for all programs. The new telephone (voice mail)system has given the receptionist the opportunity to concentrate more on the public, therefore the office has extended the hours of application intake from 8:00 a.m. to 12:00 p.m. to 8:00 a.m. to 4 p.m. Monday through Friday. Tenant Tracker is a service provider that conducts background checks; the Admissions Department will be using the service when screening housing applicants. The agency conducts a comprehensive background check that includes but not limited to: ♦ Social Security Number verification, cross - reference ♦ National credit history ♦ National check writing history ♦ Employment and residential history ♦ Public and criminal records One of the most important reviews is on the criminal background check. As per HUD's "One Strike Your Out" policy, the HACLC is to evict residents that are involved with criminal and /or drug activity. Also per the Admissions Policy the HACLC has provisions when admitting /denying this type of applicant(s). The Tenant Tracker system will provide the office with information on the applicant's /resident's county of origin. The HACLC will limit the Tenant Tracker check to applicants that have not resided in the city limits within the past two years otherwise, the office will continue with its local police check. As per Mr. Wingard's request the office will also start background checks through the local sheriffs department to review residents residing within Dona Ana County. The additional tracking above will further strengthen the screening process and help deter placing troublesome tenants.