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09-16-1997I I C� j I MINUTES OF A REGULAR MEETING OF 2 THE HOUSING AUTHORITY OF THE CITY 3 OF LAS CRUCES BOARD HELD ON 4 SEPTEMBER 16, 1997 5 6 The Board Meeting of the Housing Authority of the City of Las Cruces was held at 6:02 7 p.m. at 926 S. San Pedro, in the City of Las Cruces, State of New Mexico. 8 1. Roll Call. 9 The meeting was called to order by Lorraine R. Gutierrez, Chairperson. 10 11 MEMBERS: Lorraine R. Gutierrez, Chairperson 12 Frances F. Williams, Vice Chairperson 13 Trevas Y. Ryan, Commissioner 14 15 ABSENT: Alice E. Holmes, Commissioner 16 (excused due to illness) 17 Jesus R. Chavez, Commissioner 18 (excused: out -of -town) 19 20 OTHERS: John L. Wingard, Executive Director 21 Caroline Velarde, Executive Secretary 22 Andrew T. Holguin, Deputy Director 23 Sharon Hansen, Accountant 24 Tom Hassell, Modernization Manager 25 Al Vizcarra, Community Activities Coord. 26 Samuel J. Aguirre, HACLC Attorney 27 Jessica Cardoza, award recipient 28 Terry Malone 29 30 Mr. Aguirre pointed out that Vice Chairperson Williams would not be able to attend the meeting in 31 person; however, she would call to make a quorum pursuant to the Open Meetings Act guidelines 32 II. Section 10 -51 -1: Formation of Public Policy (C.) Telephone Conference. 33 Since Vice Chairperson Williams was participating in the meeting via a speaker phone, the 34 commissioners requested to change the order of business on the agenda. Chairperson Gutierrez 35 entertained a motion to change the order of business. So moved by Commissioner Ryan. Seconded 36 by Vice Chairperson Williams. Chairperson Gutierrez took a vote for approval: 37 Vice Chairperson Williams voted in favor. 38 Commissioner Ryan voted in favor. 39 Motion carried. 40 I) 2. Public Participation. There was none. 1 G J 41 * 3. Approval of the Minutes for a Regular Meeting held on August 12, 1997. 42 * 4. Approval of Payments for August 1997. 43 * 5. Financial reports for the period ending August 31, 1997. 44 45 Chairperson Gutierrez entertained a motion to approve the consent agenda. So moved by Vice 46 Chairperson Williams. Seconded by Commissioner Ryan. Chairperson Gutierrez took a vote for 47 approval: 48 Vice Chairperson Williams voted in favor. 49 Commissioner Ryan voted in favor. 50 Motion carried. 51 7. Resolutions to be approved. 52 53 L Resolution No. 598 - A Resolution to Approve and Certify the 1994, 1995, 54 and 1996 Comprehensive Grant Programs' (CGPs) Performance and 55 Evaluation Reports. 56 57 A required resolution to approve and certify CGP expenditures and performance for the above 58 referenced fiscal year(s). 59 60 Chairperson Gutierrez entertained a motion to approve Resolution No. 598 as presented. So moved 61 by Vice Chairperson Williams. Seconded by Commissioner Ryan. Chairperson Gutierrez took a vote 62 for approval: 63 Vice Chairperson Williams voted in favor. 64 Commissioner Ryan voted in favor. 65 Motion carried. 66 ii. Resolution No. 599 - A Resolution to Approve a Revised Section 8 67 Administrative Plan for the Housing Authority of the City of Las Cruces. 68 69 A resolution ensuring that the HACLC's Section 8 Administrative Plan is kept abreast of changing 70 federal regulations and reflective of internal policy direction. 71 72 Chairperson Gutierrez entertained a motion to approve Resolution No. 599. So moved by Vice 73 Chairperson Williams. Seconded by Commissioner Ryan. Chairperson Gutierrez took a vote for 74 approval: 75 Vice Chairperson Williams voted in favor. 76 Commissioner Ryan voted in favor. 77 Motion carried. 78 79 80 * consent agenda 2 L J 81 iii. Resolution No. 600 - A Resolution to Approve a Cooperation Agreement 82 with the City of Las Cruces. 83 84 Mr. Wingard stated that both him and Mr. Aguirre reviewed and discussed the content of the 85 cooperation agreement. He went on to say that the HUD Attorney, Timothy J. Hartzer is currently 86 reviewing the content for acceptability. It is recommended that the HACLC approve the cooperation 87 agreement as drafted and acted on by the Ad Hoc Committee in order that Mayor /City Council can 88 expeditiously approve during the first regular meeting of October. 89 90 Commissioner Ryan noticed that the last sentence "to generate PILOT property tax for the City," on 91 page five appears to be grammatically incorrect. It was agreed that the word "or" was missing from 92 the sentence and would be inserted to correct the typographical error. 93 94 Vice Chairperson Williams suggested that the resolution ought to reflect that the Board will approve 95 the cooperation agreement with the CLC subject to possible compliance with HUD suggestions. 96 97 Chairperson Gutierrez entertained a motion to approve Resolution No. 600 as amended. So moved 98 by Vice Chairperson Williams. Seconded by Commissioner Ryan. Chairperson Gutierrez took a vote 99 for approval: 100 Vice Chairperson Williams voted in favor. 101 Commissioner Ryan voted in favor. 102 Motion carried. 103 104 6. Written Reports. 105 106 a. Accountant 107 108 Ms. Hansen completed the fiscal year -end settlement statements for the Section 8 Existing, Section 109 8 Moderate Rehab, and Section 8 Voucher programs by the August 15 deadline. The results of these 110 statements are as follows: 111 112 1. Section 8 Existing - Fiscal Year 1997, the HACLC has an overpayment of $67,091.58 which is 113 due to HUD. This amount represents HAP monies requisitioned by the HACLC in excess of 114 its actual need. The agency requisitioned pretty accurately, since this amount due back 115 represents only an excess of 4 %. The administrative operating reserve increased by 116 $48,462.86 to a cumulative amount of $147,745.68. 117 118 2. Section 8 Moderate Rehab - Fiscal Year 1997, the HACLC has an overpayment due HUD of 119 $32,534.65, which is an excess of 8 %. The administrative operating reserve increased by 120 $2,226.08 to a cumulative $20,716.56. 121 122 3. Section 8 Voucher - Fiscal Year 1997, the HACLC has an overpayment of $9,959.26, which is 123 an excess of 3 %. The administrative operating reserve increased by $12,419.54 to a 124 cumulative amount of $11,072.30. (The previous year's ending balance was a $1,347.24 125 deficit after HUD made their year -end adjustments.) 126 127 Additionally, the Conventional program finished the year with residuals of $210, 263.43. G J 128 During the July board meeting, the Board was informed that adding dependent life insurance 129 coverage to the HACLC's group life insurance policy would increase the cost to the agency by 130 $31.40 per month. Ms. Hansen has since realized that the agent included dependent life 131 coverage only for those employees who had such coverage under the previous policy. The 132 actual additional cost for dependent life coverage for all employees is $65.90, which is $34.50 133 more per month than previously reported. As a reminder, this amount provides $5,000.00 134 coverage for the death of an employee's spouse or child. 135 136 Cruzita Herrera and Ms. Hansen attended a training on Accounting for Non - Profits in San 137 Antonio on September 8 and 9. This training provided them with some insights into the 138 differences between accounting for a public entity and a legally- structured non - profit 139 organization. In addition , this training stressed the need for a justifiable cost allocation 140 system. The recently released Audit circular A -131 places more requirements on auditors to 141 examine an organization's cost allocation system for reasonableness and accuracy. It 142 appears that they have addressed this issue just in time. 143 144 Finally, other training attended by staff members since the last board meeting include the 145 following: 146 147 1. Julie Walker and Sharon Hansen attended a local workshop on August 21 regarding the legal 148 responsibilities of being a notary public. 149 150 2. On August 28, Al Vizcarra, Joe Saldana, and Hope Bueno attended an ASSIST Grant meeting 151 in Albuquerque to discuss tobacco prevention in New Mexico. 152 153 3. On September 3, Mr. Wingard, Andrew Holguin and Robbie Levey attended the New Mexico 154 NAHRO Welfare Reform Roundtable meeting in Albuquerque. 155 156 4. Andrew Holguin was in San Francisco on September 8 and 9 for SEMAP and Section 8 157 Budgeting training. 158 159 b. Deputy Director 160 161 Resident Grievance Procedure 162 163 As per HUD regulations Housing Authorities must adopt a grievance procedure. Such procedures 164 give the resident an opportunity for a hearing if the resident within reasonable time, disputes any of 165 the Housing Authority's action or inaction involving lease or Housing Authority regulation that 166 adversely effect the resident's rights, duties, welfare or status. 167 168 Presently the HACLC is revamping the grievance procedure to reflect HUD and inter - office procedural 169 changes. 170 171 Conventional Housing Program's Tenants Accounts Receivable (TAR) 172 173 The HACLC must submit the TAR report to the Albuquerque HUD office and the Office of Finance 174 and Accounting of HUD in Washington, D.C., semi - annually and annually. Reported is the total 175 accounts receivable due at the end of the reporting period for tenants in occupancy and for those who 176 have vacated their units. The information is used by the local HUD office to monitor the Housing 177 Authority's efforts to manage the TARs of tenants in possession. 178 rd (r J Through HUD's standards the Housing Authorities (Has): must have no more than 5% of total tenant charges in delinquent to be considered a high performing agency, if delinquency rate is more than 5% but no more than 10 %, an HA receives a passing grade, if delinquency is more than 10% a failing grade is assessed in which an agency would be considered a troubled Housing Authority. The HACLC's two reporting periods are January through June with reports due by August 15th and July through December with a reporting date of February 15th. At the HACLC's most recent reporting period which was August 15, 1997, it had only 1.5% of charges in delinquency which equates HACLC to high performing agency. The excellent job is attributed to Jesse Padilla's and Paul Bazan's (Conventional Housing Counselors) hard work and dedication. Public Housing & Section 8 Inspections through Hand Held Computing and Meter Reading The HACLC has researched the use of using a hand held (computer) device for conducting housing inspections and utility meter readings. Presently, inspections are documented on a hand written three -part inspection form and gas meter readings are hand written onto a pre - printed booklet. Inspection Reports: When conducting housing inspections, the inspector will input the information onto a hand held device. The information would then be transferred into the computer to generate inspection reports and other pertinent data. Presently, there is limited data on hand when reviewing information on inspection reports. The system would eventually pay for itself in approximately two years but, the immediate results will be a good data bank thus a good audit trail. Meter Readings: Three hundred four (304) meters are read once a month. Presently, all readings are written on a utility data booklet, in turn, the data is given to the Conventional Housing Counselors for computer input. So, essentially the meters are read twice (from meter and booklet) and inputted twice (onto booklet and computer). With the hand held system the data is keyed onto the device and upon completion meter readings the data bank would be down - loaded onto the computer. The system would save time, energy, and lessen the chance of errors. With the City implementing water conservation measures the hand held could eventually be used to monitor our water consumption and /or surcharge the residents for the use of water. Presently HACLC pays for the water expense. The equipment will be used by the Section 8 Housing Inspector, the Maintenance Inspector and the Maintenance/ Inventory Aide . The cost for the hand held devices and software is approximately $6, 720.00. Admissions As reported last month, the HACLC is purging the waiting list by notifying the 740 housing applicants. So far, there are 342 applicants who desire to maintain their housing application on file. Fifty -eight (58) notices were unclaimed and attempts are being made to locate them by telephone. Applicants had 14 days to return their notices and for those who did not meet the deadline, the agency allotted a 30 day grace period (through September 21, 1997). L J 230 Mr. Holguin also added that starting October, the Board will see a monthly report regarding the 231 waiting list. 232 233 MTCS Training 234 235 The local Albuquerque HUD office will be providing a Distance Learning Broadcast on the Multifamily 236 Tenant Characteristics System (MTCS) that is designed to provide information as to how to complete 237 the Family Report, Form HUD - 50058, as well as how to electronically transmit the report data. 238 239 MTCS is an automated system used to capture all rental assistance data and ensures the accuracy of 240 data input. 241 242 MTCS is used by the Section 8 and Conventional Programs. MTCS will process the automated data 243 and determine if the data meets all the certification rules found in the HUD handbook. Data that 244 passes MTCS edits will be maintained in a tenant database at HUD. Automated data that does not 245 pass MTCS edits will be identified and transmitted to the MTCS Central Processing Facility. The 246 MTCS Central Processing Facility will then notify the Housing Authority of the error(s) through 247 electronically transmitted error report. 248 249 Presently, the HACLC is processing the tenant data but no reports or response have been reported 250 by MTCS. Evidently the system is working because the HACLC receives information from HUD in 251 reference to VA, Social Security benefits, and the Supplemental Security Income in which the 252 information is derived of the MTCS data transmission. 253 254 The HACLC would still like to receive a direct response from MTCS directly; therefore, Ruben Trujillo 255 and Jesse Padilla, (Senior Housing Counselors), are scheduled to attend the aforementioned training 256 session on September 24, 1997. The training is free of charge. 257 258 C. Modernization Manager 259 260 The status of the Modernization Department for the period ending August 31, 1997 is as follows: 261 262 1994, 1995, 1996 and 1997 Comprehensive Grant Programs (CGP) 263 264 The Modernization Department completed the 1997 Annual Statement/Performance and Evaluation 265 Reports which are due at the HUD Field Office on September 30, 1997. The stated reports were 266 included in the Board packets. A Board resolution must accompany these reports and will require 267 approval and signature by the Board. 268 269 The 1994 CGP has been closed out as all work has been completed. $8,606.54 will be moved to the 270 Operating budget in a final budget revision, as allowed by HUD. These funds will be used to 271 supplement the contract for the replacement of siding and doors at the storage rooms at NM 3 -3, Bon 272 Burt (See 1996 CGP, below). 273 274 The 1995 CGP is still in progress and relates to the Phase I rehabilitation of 12 housing units at NM 275 3 -6, scattered site housing. The work is being performed by DynaCon, Inc., a local contractor. 276 277 The 1996 CGP includes the Phase II rehabilitation of an additional 12 housing units at NM 3 -6, 278 scattered site housing. The work is in the design stage and will be let for bids late '97 or early '98. 279 The 1996 CGP also includes the replacement of siding and storage shed doors at the NM 3 -3 (Bon 280 Burt) site. Bids were opened on this project on 8- 26 -97. The low bidder was Eldon King Builders, IJ G J Inc. out of El Paso, TX. The low bid was $41,273.50 which includes gross receipts tax.. -The budget for this work is $40,210.00. Therefore, funds leftover from the 1994 CGP ($8,606.54) will be used to supplement this budget, which is allowed by HUD. Any funds remaining from the $8,606.54 at the end of this project will be used to update the Architect's CAD plotter and printer. The HACLC is still waiting to hear from the HUD Field Office on the approval of its submission for 1997 CGP funds. NM 3 -11: New Construction of 19 Units The HACLC has awarded the contract to Paragon Builders, Inc. The contractor is in the process of procuring his materials and gearing up to begin work. A ground breaking ceremony took place Wednesday, September 10, 1997 at 1534 Corbett. Various community leaders /representatives, businesses /agencies and the media were cordially invited to attend the ceremony. The Conquistadores with the Greater Las Cruces Chamber of Commerce presented a proclamation to the HACLC. The HACLC served refreshments. Office Addition The Board was apprised that the bids for the construction of the 19 new units came in well under budget. Based on this savings, the HACLC approached HUD for approval to expand its current office space to allow for a larger public meeting room and some limited additional office space. The Modernization Manager and Staff Architect will give a brief presentation on the proposed plan at the meeting. Telephone System The contractor, ANMTELCO, is in the process of installing the new phone system. His equipment arrived with a faulty part and therefore a new part had to be reordered. This caused approximately a one week delay in his proposed schedule for the change over to the new system. Based on discussions with the contractor, the HACLC should have the new system in place and the staff trained by the first week in October. Safe Neighborhood Grant The HACLC completed the application for the Safe. Neighborhood Grant and submitted the application to the HUD Field Office by the deadline. The agency applied for $133,639.00 that will be used to pay for full time patrol services of an LCPD police officer over a 24 -month period at Valley and Burley Court; the installation of a police mini - substation at the Valley Drive Neighborhood; and the construction of boundary fences at the Valley and Burley Court Neighborhoods. The HACLC is awaiting the results of this application from HUD. Landscaping The Landscape architect, Robert Todd Jones, ASLA, Engineers Inc., has been contracted (low bid of $4,400.00) and has begun work on the design for landscape applications at various housing neighborhoods as directed by the Board. When the design is complete, it will be presented to the Board for comment/approval. 7 G J d. Community Activities Coordinator Quarterly Achievement Award Mr. Vizcarra stated that Jessica Cardoza is a nine - year -old fourth grader at Loma Heights Elementary, and was selected as this quarter's award recipient. He cited some of Jessica's accomplishments: 1. High Academic Achievement in School 2. 1st Place in Las Cruces Tennis Program 3. A member in the Las Cruces Tobacco Free - Youth Coalition 4. HACLC Tutoring Program 5. Project Respect with HACLC and New Mexico Department of Health 6. P.O.P.S. award in Las Cruces Public Schools (Power of Positive Student) 7. HACLC Summer Food Program 8. HACLC Youth Program 9. D.A. R. E. program participant 10. Volunteer at Locus Community Center 11. Second place in Punts Pass contest Activities for September 1. Tutoring Program at 3 sites a. Computer Instruction and help offered. 2. 1st Place in White Sands Missile Range Youth Basketball Tournament. 3. Midnight Basketball League. 4. City of Las Cruces Fall Basketball League. 5. Project Respect - youth educational, gang deterrent, drug prevention activities with New Mexico Department of Health. 6. Red Ribbon Committee - Planning activities for Red Ribbon Week. 7. Peer Program with Teen Needing Teens Program. 8. South Central Drug Prevention Program will coordinate with CAP staff on prevention future activities. 9. Mayor's Block Party at Pioneer Park (Teens Needing Teens - T.N.T.) will have an informational program regarding Tobacco products for youth. 10. Recreational Activities: a. Boy Scouts b. Girl Scouts c. Basketball d. Swimming e. Football games 1. High School 2. NMSU f. Volleyball games 1. NMSU 11. Truancy Officer - collaboration with the following: a. New Mexico State University (NMSU) b. Dona Ana Branch Community College (DABCC) c. S.T.A.Y. Program d. Las Cruces Public Schools e. New Mexico Department of Labor f. H. E. L. P. program 384 385 386 387 388 389 390 391 392 393 394 395 396 397 398 399 400 401 402 403 404 405 406 407 408 409 410 411 412 413 414 415 416 417 418 419 420 421 422 423 424 425 426 427 428 429 430 431 432 433 434 v J 12. In conjunction with Rede Pharmacy: a. Dona Ana Branch Community College - EMT Program to check prescription expiration dates, blood pressure and diabetes information for the elderly. 13. Punt & Pass Competition 14. Close 1996 ASSIST Grant and prepare for 1997 ASSIST Grant through the New Mexico Department of Health. 15. Hire and train NMSU Work Study students. e. Executive Director Applications for competitive funding for HUD's Economic Development/Self- Sufficiency Program, Tenant Opportunities Program and Safe Neighborhoods Program have been submitted in a timely manner. The HACLC is using its federal Senators in an advocacy role concerning the possible award of Family Unification Section 8 vouchers. That application was initially rejected due to data (1990 census) allegedly showing that Las Cruces did not meet threshold criteria. • Opportunity may exist for the HACLC, through formation of a Community Housing Development Organization, (CHDO) to assist the City in forging an in -fill home ownership zone. Mr. Sam Aguirre, HACLC Solicitor will speak about CHDO formation under New Business. • The selection of a Human Resource Management Specialist (HRMS) part-time position has been narrowed to two finalists from 70 applicants. The process should be finished by board meeting time. • Additional cost analysis data on maintenance operations is being assembled. 8. Incidental Reports. i. Blue prints of proposed addition and renovation to HACLC office A brief presentation will be made at the board meeting concerning possible expansion of the administrative office and HVAC improvements. ii. Holiday Office Party The employees have formed a holiday party planning committee and are hard at work planning the gala for mid - December. 9. New Business. iii. Solicitor's Report; formation of Community Housing Development Organization (CHDO) Mr. Aguirre stated that the HACLC is interested in the formation of a "CHDO" which is basically a nonprofit tax exempt corporation set up for the limited purpose of providing affordable housing to low and moderate income families within the city limits. Mr. Aguirre explained that HUD is cutting back on all kinds of funding to PHAs. The way of the future is nonprofit organizations. Many housing authorities across the nation are realizing that all these nonprofit groups are essentially competing and taking away the business from the housing authorities. Therefore, the housing authorities are E 435 436 437 438 439 440 441 442 443 444 445 446 447 448 449 450 451 452 453 454 455 456 457 458 459 460 461 462 463 464 465 466 467 468 i • • 470 471 472 473 474 475 476 477 478 479 480 481 482 v creating nonprofit subsidiaries through their organizations and that every city has a set -aside in HOME monies that is specifically for CHDOs. He went on to say that if the HACLC is in the position to set up a CHDO, it can compete for some of that HOME funding, and by doing so will enable the HACLC to supplement its existing programs. There are several factors that are considered when there is an award of HOME funds. The experience of the parent organization (i.e., HACLC) that creates the CHDO in providing housing and community services, in having the experienced staff and the overall expertise to provide housing. Mr. Aguirre further explained that the mechanics is straight forward in setting up a nonprofit corporation. The HACLC would file articles of incorporation with the State. It would take approximately one week for the State to return the documents to the agency. The HACLC would also set up by -laws, have an organizational meeting and elect officers and directors. The difficult part is obtaining a tax exemption from the IRS (i.e., 501(c)3). The process may take from 30 to 90 days for an IRS review. For a CHDO, there are two restrictions in that 1/3 of the board members of the corporation can be appointed by the HACLC or be members of the HACLC Board. The second restriction requires the other third to be community representation (i.e., low income residents or people from representative groups serving low income housing recipients). He pointed out that it is vitally important that the corporation be held accountable to a board Mr. Wingard stated that the CHDO is an issue of serving the populations through the HACLC's mission statements as well as through federal regulations it is mandated to serve. If the HACLC desires to create a CHDO, it is eligible under current federal allocations for approximately $70,000 annual funding. He pointed out that the HACLC would be in competition with Tierra Del Sol. TDS recently received three fiscal years worth of minimal CHDO funding due to the fact that HUD was going to recapture the money if it had not been allocated. Therefore, the CLC through its HOME Program committed that CHDO money mandated set -aside to Tierra Del Sol. TDS does serve and develop in the state of Texas and in regions outside of the city of Las Cruces. Mr. Wingard believes that local government would like to see a CHDO focused on the inner neighborhoods in the city of Las Cruces. 10. Media Questions. No one from the media was present at the meeting. 11. Adjournment. The meeting adjourned at 6:50 p.m. SEAL c a� NEW MEXICO 's {A� 1 SUBMITTED BY, L Johd L. Wingard, E APPROVED BY, C"'Lorraine R. Gutierrez, Chairperson 10