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07-22-19971 2 3 4 5 6 7 MINUTES OF A SPECIAL MEETING OF THE HOUSING AUTHORITY OF THE CITY OF LAS CRUCES BOARD HELD ON J U LY 22, 1997 The Board Meeting of the Housing Authority of the City of Las Cruces was held at 6:00 p.m. at Branigan Memorial Library Board Room at 200 E. Picacho, in the City of Las Cruces, State of New 8 II Mexico. 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 1. Roll Call. The meeting was called to order by Lorraine R. Gutierrez, Chairperson. MEMBERS: Lorraine R. Gutierrez, Chairperson Frances F. Williams, Vice Chairperson Trevas Y. Ryan, Commissioner Alice E. Holmes, Commissioner Jesus R. Chavez, Commissioner OTHERS: J. L. Wingard, Executive Director Caroline Velarde, Executive Secretary Andrew T. Holguin, Deputy Director Tom Hassell, Modernization Manager Sharon Hansen, Accountant Al Vizcarra, Community Activities Coord Jack King, Sun -News Reporter Joe Barrio 2. Public Participation. No public participation took place. * 3. Approval of the Minutes for a Regular Meeting held on June 10, 1997. * 4. Approval of Payments for June 1997. * 5. Financial reports for the period ending June 30, 1997. Chairperson Gutierrez entertained a motion to approve the above consent agenda. So moved by Commissioner Ryan. Seconded by Commissioner Chavez. Chairperson Gutierrez took a vote for approval: Vice Chairperson Williams voted in favor. Commissioner Ryan voted in favor. Commissioner Holmes voted in favor. Commissioner Chavez voted in favor. Motion carried. *consent agenda 1 L j 43 6. Written Reports 44 a. Accountant 45 46 Ms. Hansen reported the following to the commissioners: 47 48 The HACLC received HUD approval on its Conventional and Section 8 budget submissions for 49 Fiscal Year 1998, which began July 1, 1997. The agency will make some changes beginning 50 with July which will increase the reliability of its financial reports. It will allocate salaries 51 according to the number of units in each program an employee actually works with. For 52 example, if an employee's workload were to consist of the Montana (26 units) and RTC (34 53 units) properties, his /her salary would be allocated as follows: 43% to Montana (26/60) and 54 57% to RTC (34/60). For those whose workload includes all programs, such as the 55 Executive Director, Accounting, and Admissions, their salaries are allocated on the basis on 56 total unit count in all programs. 57 58 The HACLC was informed a few weeks ago by the City of Las Cruces that the Housing 59 Authority was inadvertently billed for less than one -half of the dumpsters that it actually has. 60 The HACLC was not aware of this error since the sanitation billings do not specify the number 61 of dumpsters being billed for. There will be no retroactive billing, but future sanitation expense 62 will be considerably higher than anticipated. 63 64 A question was raised concerning the need to issue 1099 forms to former residents whose 65 accounts are written off at the end of each fiscal year. Ms. Hansen spoke with Mr. Manuel 66 Ramirez of HUD's Office of Inspector General, who formerly worked for the Internal Revenue 67 Service. He stated that since the HACLC is not actually forgiving the debt, no 1099 is 68 required. Should a former resident apply for housing at some future time, he/ she would be 69 required to pay any amount unpaid from his /her former residency. Also, these uncollectible 70 accounts are referred to the credit bureau for collection. 71 72 Several HACLC employees inquired about the possibility of adding dependent life coverage to 73 the agency's new Companion Life group life insurance policy. The previous policy with UNUM 74 did provide for dependent life coverage. Ms. Hansen checked into the premium and found 75 that it would add an additional $31.40 to the monthly billing. This would increase the monthly 76 bill from $250.04 to $281.44. Therefore, the HACLC is seeking Board authorization to expend 77 the additional $31.40 per month in order to provide dependent life coverage. 78 79 Chairperson Gutierrez entertained a motion to authorize the aditional expenditure of $31.40 per 80 month which will include dependent life coverage. So moved by Commissioner Chavez. Seconded 81 by Vice Chairperson Williams. Chairperson Gutierrez took a vote for approval: 82 Vice Chairperson Williams voted in favor. 83 Commissioner Ryan voted in favor. 84 Commissioner Holmes voted in favor. 85 Commissioner Chavez voted in favor. 86 Motion carried. 87 The HACLC is currently taking bids on its Business Auto and Workers Compensation policies. 88 The Commercial Property (Fire and Extended Coverage) and General Liability policies both 89 came in at less than the previous year's premiums. The Commercial Property policy was bid 90 by Alexander and Alexander (Chicago Fire Insurance Co.) only. The premium for June 30, 2 `i 91 1997 -June 30, 1998 is $21,497, compared to $23,776 for the previous year. This is a 92 savings of $2,279.00 and vandalism coverage is included, which was not included previously. 93 The General Liability policy was bid by Pat Campbell (USF &G) only. The premium for June 94 30, 1997 -June 30, 1998 is $8,211, which is $253.00 less than the previous year's premium of 95 $8,464.00. The agency received no bids on the Business Auto Policy; therefore, it is 96 rebidding. 97 98 Ms. Hansen concluded with a summary of all employee training since the last board meeting. 99 Mr. Paul Bazan, Section 8 New Construction /Conventional Housing Counselor attended 100 Certified Occupancy Specialist training in Albuquerque on June 18 -20. On July 8 -10, Mr. 101 Wingard, Mrs. Williams, Mr. Hassell and Ms. Levey attended the NM NAHRO Annual Summer 102 Conference in Taos. Messrs. Holguin and Hassell attended TRACS (S8 New Construction) 103 training in Albuquerque on July 14. 104 105 b. Deputy Director 106 107 Mr. Holguin reported the following to the commissioners: 108 109 Resident Utility Allowance (UA) 110 111 Once a year Housing Authorities (HA) are required to review the utility allowance schedules 112 which are based on typical cost of utilities in the Authority's location. 113 114 The HA's utility allowance is intended to be adequate to cover a family's average utility costs 115 over a 12 -month period. 116 117 The utility allowance is based on actual rates and average consumption estimates. 118 119 Three major variables are considered in establishing utility allowance schedules: 120 - unit size (efficiency, 1,2,3,4, or 5 bedrooms) 121 - structure type 122 - fuel type (e.g. natural gas, oil, bottled gas, electricity) 123 124 The amount payable by the resident will include an allowance for any resident -paid utilities. 125 126 Upon computing HUD's prescribe rent formula, a base rent or total tenant payment (TTP) is 127 established followed by deducting the utility allowance, thus generating actual rent paid to the 128 landlord. 129 130 If the utility allowance exceeds the required resident payment, the difference will be paid to the 131 tenant. 132 Public Housing U/A 133 134 Residents at the public housing sites pay their own electric bill and a portion of their gas bill if any at 135 all. All other basic utilities (water, sewer and sanitation) are paid by HACLC. The HACLC has gas 136 check meters for each unit which are read once a month. An average gas allowance is computed for 137 each month of the year. If a resident's gas consumption is above the allotted amount the resident is 138 surcharged. 139 140 Scattered site residents pay all of their utilities (gas, electric, sewer, and sanitation) where a typical 3 141 bedrooms' u/a is $103.00. 142 190 191 192 193 194 Example: The resident's TTP (base rent) is $100 and the utility allowance for the 1 bedroom home is $30.00 therefore the rent payable to HACLC would be $100 - $30 =$70. Section 8 Existing U/A The resident's utility allowance for the program is broken down to type of fuel (gas, propane or electricity) used for heating, cooking /range, and water heater; air conditioner and other electric lighting is accounted as well as water, sewer, and sanitation. The allowance also accounts for refrigerator and range. Example: A resident pays all utilities for a three (3) bedroom home so a typical utility allowance (gas range, water heater, and furnace, air conditioning and other electric, water, sewer, and sanitation) is $112.00. The resident is under welfare and the calculated TTP (base rent) is $100. So $100.00 less the u/a of $112.00 = ($12.00). The HACLC would pay the resident a utility allowance reimbursement of $12.00. Upon review of the HACLC procedures in reference to the utility allowance schedule, the Executive Director suggested to contract the utility allowance review and concurrent Energy Audit. By contracting an engineer the HACLC would acquire a professional opinion on the matter. The contractor would provide the agency with a detailed report of "average" consumption of utilities based upon bedroom size and energy use. The utility allowance report will also be useful for all programs thus streamlining the schedule and do away with using two different versions of the u/a schedule. RTC Housing Program Review Ms. Deborah Davis, Multifamily Administer for the Mortgage Finance Authority conducted a compliance review on the RTC's tenant file and property inspection on June 18, 1997. The results of the review were mixed. The condition of the units were very good but some of the residents' files were not in the condition as required by the program rules. The RTC, 34 -unit program requires to house low- income residents. Approximately half of the residents are under the Section 8 housing assistance program and the other half are private sector. Most of the files that were out of compliance are under the Section 8 program. The Section 8 residents had been recertified and are under compliance according to the Section 8 guidelines but, a follow -up under the RTC guidelines were overlooked. Presently, the RTC resident manager has reviewed and updated the files where they are expected to be in good condition according to RTC standards. Under the RTC's Admissions and Occupancy policy, the HACLC allotted a unit to be set -aside for a resident manager. The resident manager was under contract for that specific occupation. The resident manager has complied with his contract by giving notice where his last day of residing at the housing site will be July 31, 1997. His duties of a Housing Counselor for the Conventional and Section 8 Program will continue as usual. He also informed of his willingness to continue with the RTC program duties until further notice. TRACS Training Tenant Rental Assistance Certification System ( TRACS) is an automated system used to capture all rental assistance data and ensure the accuracy of subsidy payments. The only HACLC housing program that the TRACS affects is the Section 8 New Construction program. TRACS will process the 4 G J 195 automated data and determine if the data meets all the certification rules found in the HUD handbook. 196 Data that passes TRACS edits will be maintained in a tenant database at HUD. Automated data that 197 does not pass TRACS edits will be identified and transmitted to the TRACS Central Processing 198 Facility. The TRACS Central Processing Facility will then notify the automated Housing Authority of 199 the errors through electronically transmitted error reports. 200 201 Presently, the agency is processing the tenant data but no reports or response have been reported by 202 TRACS. Mr. Hassell has been working the "bugs" of the program by communicating with TENMAST 203 (housing software provider) and TRACS. 204 205 The TRACS training " TRACS Made Simple" was made available to the HACLC by Cord Management 206 Concepts which was held in Albuquerque, NM on July 14, 1997. The cost of the training was 207 $225 /person. Messrs. Hassell and Holugin attended the training. Mr. Hassell focused his attention 208 on the training that involved technical information concerning computer software and hardware while 209 Mr. Holguin was concerned with tenant data entry and its Housing Assistance Payment (funding) 210 reports that are required under the Section 8 New Construction program. 211 212 Admissions Department Update 213 214 The Albuquerque HUD field office has approved the revised Admissions and Occupancy policy. 215 Effective June 1, 1997, the HACLC repealed the federal and local preferences and began its new 216 admissions procedure by accepting applications by date and time (first -come first- served). All 217 housing applicants were notified of the change with virtually no complaints just questions concerning 218 the change. Applicants that had been waiting since 1992, were elated to hear about the change. 219 220 C. Modernization Manager 221 222 Mr. Hassell reported the following to the commissioners: 223 224 Project NM 3 -6, rehabilitation of conventional housing units, is still underway by DynaCon, Inc. 225 The Contractor has completed work on the first five units and the second phase of the work 226 has begun. 227 228 The 1997 Comprehensive Grant Program Plan has been completed and sent to HUD. The 229 due date for the annual submission was July 15, 1997 at 3:00 p.m. The annual submission 230 requires a board resolution. Due to the change in the July meeting from July 8 to July 22, the 231 Board was not available to pass the required resolution prior to the required deadline. 232 Therefore, the HACLC requested and received permission from HUD to submit the application 233 without the resolution on the July 15th deadline and upon passing of the resolution at the July 234 22nd meeting, it would forward the approved resolution to the HUD Field Office. 235 236 Work continues on Project NM 3 -11, new construction of 19 units. The Architect has 237 advertised for bids on June 30, 1997 and will accept bids on July 23, 1997. This will allow for 238 an approximate start construction date of August 11 and completion date approximately May 239 31, 1998. 240 241 The Architect has begun preparing the drawings and specifications for the repair /replacement 242 of storage room doors and walls at NM 3 -3 (Bon Burt). This job is scheduled to go to bid 243 approximately August 27, 1997. 244 245 The Modernization Department is researching the application of xeriscaping at various 246 neighborhood sites to help add "curb appeal'. The HACLC will contract with a landscape 5 L J - architect for design and plant selection expertise. The Modernization Department will administer the bids and perform daily inspection of the work as it progresses. The contracted landscape architect will perform periodic inspections as required during the course of the work. The HACLC will incorporate xeriscaping techniques in the landscaping and has selected locations which have high visibility (i.e. street corners, intersections, etc.). The emphasis on this project is to raise curb appeal, reduce maintenance and conserve natural resources. d. Community Activities Coordinator Mr. Vizcarra reported the following to the commissioners: The Community Activities Program (CAP) was awarded the 1997 New Mexico Department of Health - ASSIST grant. This grant will educate residents about tobacco health risks. 1 -A: Tobacco compliance checks by Teens Needing Teens and Merchant Education. 1 -B: Teens Needing Teens in conjunction with Mayfield High School will write a smoking policy. Teens Needing Teens will conduct educational tobacco presentations at local elementary schools. 2. The HACLC and Rede Pharmacy are presenting a new program for the elderly residents. Rede Pharmacy and the HACLC will inspect medications and expiration dates at all housing sites. Also provided will be blood pressure checks and diabetes information. Once a week at the Munson Center there will be a class regarding the symptoms of diabetes and how to cope with it. 3. Citizenship, ESL and GED classes are held by the Dona Ana Branch Community College instructors free of charge. The following are the locations for each housing site: Valley Drive at MacArthur Elementary School Locus 3 -1A at Washington Elementary School Taylor 3 -2 at Conlee Elementary School Flyers are provided by Dona Ana Branch Community College (DABCC) and will be distributed at each housing site. Reason why classes are held close to each housing site is due to cost effectiveness and to offer services to more people. The Community Activities Program is currently identifying families and encouraging other eligible families to attend. 4. Presently the CAP has 10 basketball teams participating in the Las Cruces Summer Youth Basketball League. They are also participating in a Beginning Tennis class and swimming class held by the City of Las Cruces Parks and Recreation Department. 5. As of July 19, CAP will participate in the Summer Basketball League at White Sands Missile Range on every Saturday (free of charge) held by White Sands Missile Range for the summer 6. Teens Needing Teens and the HACLC elderly residents will attend an outing to Viva El Paso. 7. HACLC Girls Scouts will be participating in many outdoor activities. This month they will attend a museum at the Log Cabin. 8. HACLC Boy Scouts and the Las Cruces Civitan Club are participating in Las Cruces Clean -Up Days. 9. HACLC youth will participate with the New Mexico Department of Health (Project Respect). G J Project Respect enables the youth to attend a leadership seminar which educates about suicide, drug /alcohol abuse, unprotected sex, and assault. Project Respect exists to create a safe environment and community -based alliance to promote education, awareness and respect for diversity. 10. HACLC residents are assisting with the breakfast and lunch programs at Taylor (3 -2) and Locus (1 -A) housing sites. 11. Computer Camp for the HACLC residents will be held at the Dona Ana Branch Community College provided by (DABCC) instructors. 12. The Neighborhood Network now includes 3 -2 and 1 -A community centers. This network assists with computer basic skills and tutoring. 13. CAP is working with HEAD START to identify and register students for the upcoming school year (1997- 1998). 14. The Drug Information and Strategy Clearing House of Washington, D.C. is recognizing and publishing the CAP program to be used as a model program by the Drug Elimination Technical Assistance Grant. 15. A special thanks was extended to Commissioner Jesus R. Chavez for giving the CAP program school supplies and a video tape (in Spanish) titled La Guia Del Comprador De Vivienda. It is a step -by -step video on how to buy a house. It is very useful and informative. e. Executive Director Mr. Wingard reported the following to the commissioners: At the July 3, 1997 meeting of the residents' council, council members expressed a preference to proceed with the ED /SS and TOP grant application formats not necessarily focusing on just the railroad depot. The rationale was that residents preferred more wide reaching training such as secretarial, medical, and trades training which would not be necessarily available at the depot. Hence, the HACLC is partnering with WESST Corp., and Edward Nevarez, Statewide Resident Council Coordinator on the formation of an Economic Development/Self- Sufficiency application and Tenant Opportunity Program application which will hopefully be funded and provide a wide range of activities which will assist public housing residents in the transition from welfare -to -work. The due date for the TOP application is August 13th, and the due date for ED /SS is August 18th. There is a match requirement for the ED /SS funding which the HACLC is administratively working on generating. Therefore, the Board will be fully apprised of any actual monetary commitments the HACLC must make in order to secure additional HUD funding. The HACLC is interested in holding a Holiday party some time during the month of December. The employees are currently being polled to establish preferences. If it meets with the Board's approval, the HACLC would like to provide reasonable non - federal funding support for this activity. Mr. Wingard believes that it will have an extremely positive impact on employee morale and team building. Information will be obtained with regards to the cost and reservations for the festivity and presented to the Board. Mr. Wingard approached non - profit providers in relation to the possible submission of a Section 202 application for the elderly and a Section 811 application for the mentally 7 L J 353 handicapped in order to increase units, provide authority management maintenance skills at a 354 fee and expand affordable housing opportunities. However, the non - profits did not feel that 355 there was adequate time to educate the Board and receive Board authorization for proceeding 356 which means that the Authority without a non - profit vehicle of its own could not proceed. Mr. 357 Wingard pledged to remedy the situation by next year's application cycle. At the New Mexico 358 NAHRO conference, Mr. Wingard requested of the New Mexico Mortgage Finance Authority to 359 consider the possibility of quarterly application cycles for tax credit set asides rather than 360 annual. 361 362 The HACLC received approximately 72 resumes for the part -time Human Resource 363 Management Specialist position which was recently advertised. Mr. Wingard anticipates 364 conducting interviews the second week of August for this most important position which will 365 be yet another building block in the process of strengthening the organization to achieve fair 366 and equitable treatment and compensation for all employees. 367 368 The HACLC is currently conducting a cost analysis review of maintenance operations to 369 determine what the true hourly rate is for maintenance services in order that non - federal 370 developments properly pay for maintenance service rates that may be provided to other non - 371 profits via contract; and the overall rate of efficiency be determined within the Maintenance 372 Department. 373 374 Mr. Wingard met with City Manager, Jesus Nava Friday, July 18, 1997 to review the most 375 recent cooperation agreement draft to garner approval sometime in the imminent future. 376 However, City Council would like for the Ad Hoc committee to meet at least twice more with 377 the HACLC before final approval of the agreement is presented to the Council. 378 379 Additionally, he met with Vincent Banegas, Senior Planner for the CLC concerning Housing 380 Authority input to the Housing Element Component of the CLC's revised Comprehensive Plan. 381 This meeting was conducted on Tuesday, July 15, 1997. It is believed that the discussion will 382 result in a modest rewrite of the Housing Element Component which will elaborate more on 383 partnership potential between the CLC and the HACLC as well as methods to improve 384 availability of affordable housing in Las Cruces. 385 386 7. Resolutions 387 388 i. Resolution No. 587 - A Resolution Approving Comprehensive Plan or Annual 389 Statement - Comprehensive Grant Program (CGP) 390 391 This resolution will approve modernization activity under HUD's Comprehensive Grant Program for 392 this fiscal year. 393 394 Chairperson Gutierrez entertained a motion to approve Resolution No. 587 as presented. So moved 395 by Commissioner Holmes. Seconded by Commissioner Ryan. Chairperson Gutierrez took a vote for 396 approval: 397 Vice Chairperson Williams voted in favor. 398 Commissioner Ryan voted in favor. 399 Commissioner Holmes voted in favor. 400 Commissioner Chavez voted in favor. 401 Motion carried. 0 U J 402 ii. Resolution No. 588 - A Resolution Approving an Amendment to the Bylaws of the 403 HACLC (location, date, time and order of business) 404 405 In response to commissioner concerns there is a proposal to amend the bylaws which would as of 406 September 1997 change the location of the board meetings from Branigan Library back to the 407 HACLC's office building. The staff requested that the Board meet on the third Tuesday rather than 408 the second Tuesday of the month. This will enable the agency to have the most current budgetary 409 fiscal information available provided the Board. The resolution also contains a moving of the time of 410 the meeting from 6:00 p.m. to 3:00 p.m. Finally, the order of business (agenda) is being modified 411 minimally to reflect actual flow of business during the meeting. 412 413 The Board agreed to change the location of the meetings back to the HACLC and have them held on 414 the third Tuesday of the month. However, they stated that the time of the meeting will remain the 415 same (i.e., 6:00 p.m.). 416 417 Chairperson Gutierrez entertained a motion to approve Resolution No. 588 amending the bylaws 418 effective September 1997. Commissioner Chavez. Seconded by Commissioner Holmes. 419 Chairperson Gutierrez took a vote for approval: 420 Vice Chairperson Williams voted in favor. 421 Commissioner Ryan voted in favor. 422 Commissioner Holmes voted in favor. 423 Commissioner Chavez voted in favor. 424 Motion carried. 425 M. Resolution No. 589 - A Resolution Approving a HOME funding contract with the 426 City of Las Cruces ($90,000) 427 428 Mr. Wingard apprised the Board that the CLC is offering the HACLC through the efforts of Mr. Hassell 429 and himself in meeting with Mr. Don Farenkrog, CDBG Compliance officer, a HOME funding grant 430 contract valued at $90,000. The CLC Council voted and approved the contract last night. 431 432 Chairperson Gutierrez entertained a motion to approve Resolution No. 589 as presented. So moved 433 by Commissioner Chavez. Seconded by Commissioner Holmes. Chairperson Gutierrez took a vote 434 for approval: 435 Vice Chairperson Williams voted in favor. 436 Commissioner Ryan voted in favor. 437 Commissioner Holmes voted in favor. 438 Commissioner Chavez voted in favor. 439 Motion carried. 440 iv. Resolution No. 590 - A Resolution Approving vendor award for four new desk top 441 computers 442 443 This resolution will approve the award for 4 desktop computers (new) which were approved by the 444 Board for procurement at last month's meeting. All of the vendors have current GSA contracts, 445 therefore, the HACLC could purchase without going to bid. Based on the most recent purchase of 0j G, J 446 computer systems which were competitively bid locally, the local bid prices exceeded the GSA price 447 by more than $300 per computer. Based on this, the HACLC suggested that the four (4) computers 448 be purchased from EPS Technologies, utilizing their GSA contract for $7,696.00. 449 450 Chairperson Gutierrez entertained a motion to approve Resolution No. 590 awarding EPS 451 Technologies in the amount of $7,696.00 for four new desk top computers. So moved by Vice 452 Chairperson Williams. Seconded by Commissioner Chavez. Chairperson Gutierrez took a vote for 453 approval: 454 Vice Chairperson Williams voted in favor. 455 Commissioner Ryan voted in favor. 456 Commissioner Holmes voted in favor. 457 Commissioner Chavez voted in favor. 458 Motion carried. 459 460 V. Resolution No. 591 - A Resolution Approving the vender award for an upgraded 461 telephone system including direct dial and voice mail 462 463 Mr. Wingard advised the Board that through the HACLC's procurement efforts and Mr. Hassell's 464 commitment, it is suggested that the Board agree to upgrade the agency's telephone system which 465 will provide direct dial and voice mail capability as well as a reserve a block of 20 telephone numbers 466 numbered consecutively for HACLC use. The contract amount ($8,777.00) is substantially under 467 original projection (i.e. $17,000 to $21,000). 468 469 Chairperson Gutierrez entertained a motion to approve Resolution No. 591 awarding ANMTELCO in 470 the amount of $8,777.00 for upgrading the HACLC's telephone system to include direct dial and voice 471 mail. So moved by Vice Chairperson Williams. Seconded by Commissioner Holmes. Chairperson 472 Gutierrez took a vote for approval: 473 Vice Chairperson Williams voted in favor. 474 Commissioner Ryan voted in favor. 475 Commissioner Holmes voted in favor. 476 Commissioner Chavez voted in favor. 477 Motion carried. 478 vi. Resolution No. 592 - A Resolution Approving the vender award for a new desktop 479 photocopier to be used in the Executive /Design offices located in the Executive 480 Secretary's office 481 482 Mr. Wingard observed the inefficiency created by staff use of one copier and its main location which 483 often times meant telephones and office positions were not staffed as photocopying was conducted. 484 Therefore, he recommended the purchase of a desktop copier from D & S Services, Inc., for 485 $3,795.00 to be located in the Executive Secretary's office which will have basic capabilities and 486 automatic feed and modest collation capabilities. 487 488 10 489 490 491 492 493 494 495 496 497 498 499 500 501 502 503 504 505 506 507 508 509 510 511 512 513 514 515 516 517 518 519 520 521 522 523 524 525 526 527 528 529 530 531 532 533 Chairperson Gutierrez entertained a motion to approve Resolution No. 592 awarding D & S Services, Inc., in the amount of $3,795.00 for a new desktop photocopier. So moved by Vice Chairperson Williams. Seconded by Commissioner Chavez. Chairperson Gutierrez took a vote for approval: Vice Chairperson Williams voted in favor. Commissioner Ryan voted in favor. Commissioner Holmes voted in favor. Commissioner Chavez voted in favor. Motion carried. vii. Resolution No. 593 - A Resolution approving the hiring of a Solicitor /Attorney for legal services for the Housing Authority of the City of Las Cruces Mr. Wingard apprised the Board that the ranking /interview committee comprised of Commissioners Ryan and Chavez, as well as Messrs. Hassell, Holguin and himself interviewed the top two ranked firms on Wednesday, July 16 1997. Both firms were provided the opportunity to modify and /or improve their proposals by the end of the business day Friday, July 18, 1997. Mr. Wingard consulted with the committee on Monday concerning faxed material received from the two firms. Therefore, the committee recommended the hiring of Escamilla & Poneck, Inc., as the HACLC's Solicitor /Attomey for legal services. The HACLC will contract with E & P for twelve months with an option for another twelve months. The hourly rate will be $125 (which includes all travel, no office overhead and clean billing statements). Chairperson Gutierrez entertained a motion to approve Resolution No. 593 in hiring Escamilla & Poneck, Inc., for legal services for the Housing Authority of the City of Las Cruces as recommended by the ranking committee. So moved by Vice Chairperson Williams. Seconded by Commissioner Holmes. Chairperson Gutierrez took a vote for approval: Vice Chairperson Williams voted in favor. Commissioner Ryan voted in favor. Commissioner Holmes voted in favor. Commissioner Chavez voted in favor. Motion carried. 8. Other Business. Messrs. Hassell and Wingard met with a representative of the Las Cruces Police Department on Thursday, July 17, 1997 concerning the submission of a HUD "Safe Neighborhood" grant application. This application should result an enhanced community policing services for the HACLC if funded. Despite repeated efforts the HACLC has not been successful in forging a partnership with the Mesilla Valley Response Dispatch Authority (MRVDA) concerning 911 capability for frail, elderly and disabled residents. Apparently, MRVDA feels that by striking an agreement with the Housing Authority that every other social human service provider would want similar agreements and they have informally adopted a no growth policy in that board members now feel that they are overwhelmed with 911 calls. Therefore, the HACLC is pursing a private sector alternative in order to protect those of its resident population most susceptible to injuries who may not be able to access their telephone in times of dire need. 11 534 535 536 537 538 539 540 541 542 543 544 545 546 547 548 549 550 551 552 553 554 555 556 557 558 559 560 561 562 563 564 565 566 567 568 569 570 571 572 573 574 575 576 577 578 579 • Mr. Wingard pointed out that according to the HACLC's Bylaws the Annual Meeting should be held on the Thursday of August (i.e., August 14), although state statutes cite that an annual meeting be held bi- annually on even numbered years which is usually for the purpose of electing officers. The Board noted that the election of officers took place last year, and therefore, decided to forego the annual meeting this year. • The Board noted that Mr. Wingard has been with the HACLC for approximately three months and is due to receive a three month probationary evaluation, therefore, they decided to meet on Friday, August 1, 1997 at the HACLC in order to conduct the evaluation. • Vice Chairperson Williams stated that she would like to commend the Executive Director and the staff with the way that they have prepared the board packets in such a very professional format. She is pleased with the results of their hard work and appreciates all their efforts. 9. Media Questions. Mr. Jack King, Sun -News reporter inquired about the items to be purchased (i.e. computers, telepone system, photocopier) and asked if the companies were local or out -of -town vendors. Mr. Hassell replied that both the photocopier and telephone system will be purchased from local companies. However, the computers will come from EPS Technologies, an out -of -state company located in South Dakota through a GSA contract. 10. Adjournment. Chairperson Gutierrez entertained a motion for adjournment. So moved by Vice Chairperson Williams. Seconded by Commissioner Holmes. Chairperson Gutierrez took a vote for approval: Vice Chairperson Williams voted in favor. Commissioner Ryan voted in favor. Commissioner Holmes voted in favor. Commissioner Chavez voted in favor. Motion carried. Adjournment 8:12 p.m. 0 4 � � K>rw r�txtco 'ftaw , ••,,•II ••b4 a ........ SUBMITTED Y, c John L. Wingard, "e tive Di ector APPROVED BY, Lorraine R. Gutierrez, Chairperson 12