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06-10-19971 2 3 4 5 6 71 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 D V MINUTES OF A REGULAR MEETING OF THE HOUSING AUTHORITY OF THE CITY OF LAS CRUCES BOARD HELD ON JUNE 10, 1997 The Board Meeting of the Housing Authority of the City of Las Cruces was held at 6:05 p.m. at Branigan Memorial Library, 200 E. Picacho 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 Frances F. Williams, Vice Chairperson Trevas Y. Ryan, Commissioner Alice E. Holmes, Commissioner Jesus R. Chavez, Commissioner OTHERS: John L. Wingard, Executive Director Caroline Velarde, Executive Secretary Sharon Hansen, Accountant Tom Hassell, Modernization Manager Al Vizcarra, Community Activities Coord. Hope Bueno, Truant Officer Eladio Garcia, award recipient Jack King, Sun -News Reporter 2. Public Participation. There was no public participation. * 3. Approval of the Minutes for a Regular Meeting held on May 13, 1997. * 4. Approval of Payments for May 1997. * 5. Financial reports for the period ending April 30th and May 31, 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: 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 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 U 0 Accountant's Report Ms. Hansen reported the following to the commissioners: Since the HACLC generated sufficient funds in excess of the amounts required to operate its programs, it is looking into purchasing four additional computers to be utilized by the Accounting Department, the Section 8 Inspector, and the two Conventional /S8 New Construction counselors. The HACLC is considering the purchase of group term life insurance. Ms. Hansen received five quotes and prepared a comparison of each quote for the Board's consideration. The plans are listed by cost and each plan provides for payment of one year's annual salary upon an employee's death, payable to the employee's beneficiary of choice. For each plan, noted were such features as whether the plan has an annual maximum salary. Other considerations noted include whether a particular plan reduces the amount of benefit as an employee ages, whether the plan is convertible or portable, and whether the plan includes any additional accidental death or dismemberment coverage. The Albuquerque HUD Office contacted the HACLC regarding $85,749.46 which was unexpended in the agency's closed Acquisition 3 -6 program. Ms. Hansen briefly explained that this development program started in 1988 which provided for the purchase of 38 scattered site units. It was completed in 1992 with $182,000 unexpended. In 1993, the HACLC was allowed to use some of these funds to remodel two of these 3 -6 units to comply with ADA regulation. In 1995, the HACLC closed out the program a second time with $85,749.46 remaining. At that time, the HACLC was informed that the remaining funds would be recaptured by HUD. How -ever, since then HUD regulations have changed allowing for the transfer of development funds to operating funds. Ms. Cindy Gorman, Director of the Office of Public Housing requested that the HACLC get a determination as to whether these funds had been recaptured by HUD or if they were still available. Ms. Dolly Clark (Alb. HUD office) had the HACLC requisition the funds through the LOCCS system to see if they could actually be obtained. When discovered that the funds were available, Ms. Gorman gave the HACLC written permission to draw down these funds for use in its operating budget. Mr. Hassell and Ms. Hansen have worked on bidding insurance coverages. They published an invitation for bids on general liability, fire and extended coverage, and business auto policies. The deadline to submit proposals is June 25. These policies will expire June 30. 6. Written Reports a. Deputy Director Mr. Holguin reported the following items to the commissioners: Citizenship Classes With welfare reform in progress it was brought to HACLC's attention about the need for citizenship classes for residents of the Taylor neighborhood (Project NM3 -2). Ms. Robbie Levey, Family Self - Sufficiency Coordinator and Mrs. Maria Ceballos, President of the United Residents of Taylor Center, Inc., (Resident Council), worked with the Adult Basic Education Department of the Dona Ana Branch Community College to provide the classes. With the cooperation of the Dona Ana Head Start Program the HACLC coordinated the classes to be held at the Head Start Center off Lester Street. Therefore the classes are co- sponsored by Head Start, ABE Program of DABCC, United FA _A G V 96 Residents of Taylor Center, Inc. and the HACLC. The classes have been scheduled for the 97 following dates and times: 98 99 June 2 - August 7 (no classes will be held July 7 - 17) 100 Mondays and Wednesdays from 10 AM - 12 PM (lessons in Spanish) 101 Tuesdays and Thursdays from 7 PM - 9 PM (lessons in English) 102 103 Mrs. Sylvia Nickerson of the ABE Department and the instructor will limit the class size to fifteen 104 (15) adults. Mrs. Ceballos will assume responsibility for the center and serve as "the contact" 105 person for the classes. The future of the Citizenship class for the Taylor neighborhood will be 106 determined after the completion and review of the summer session. 107 108 Family Unification Program (Section 8 Certificates) 109 110 The Notice of Funding Availability (NOFA) for the FY 97 Family Unification Program (FUP) was 111 published April 18, 1997. Upon the Executive Director's review of the NOFA, Mr. Wingard 112 requested an application to be submitted for consideration. The FUP prevents the unnecessary 113 separation of children from their families. FUP provides Section 8 rental assistance to families who 114 meet the regular Section 8 criteria and whose children are at risk of placement in out -of -home care 115 or are delayed in returning from care because families lack adequate housing. 116 117 The program requires a partnership between agencies. The partner shall be a Public Child Welfare 118 Agency (PCWA). The HACLC has chosen New Mexico's Children Youth & Family Department's 119 Child Care Bureau for the following reason: As a criteria of the program the PCWA shall have 120 experience in obtaining housing through HUD assisted housing programs. Currently the Chid Care 121 Bureau and HACLC assist the Teen Parent Program (located at the RTC property) through their 122 prospective programs. The HACLC is currently applying for fifty (50) certificates which is the 123 maximum allowed for an agency its size. Also the PCWA supports the need for certificates. 124 125 Another guideline of the FUP is that housing authorities' must modify their selection preference 126 system to permit the selection of FUP eligible families. The selection process shall be modified only 127 for the FUP program. The HACLC will have to determine if an applicant is eligible for Section 8 128 rental assistance and the family's housing meets one of the following conditions: 129 130 Lack of adequate housing, 131 Substandard housing, 132 Dilapidated housing, 133 Homeless, 134 Displaced by Domestic Violence, 135 Living in Overcrowded Housing. 136 137 Each of the concerns above is defined in detail by HUD. 138 139 Like most grants, support of the program must be acknowledged by the "chief executive officer of 140 the unit of general local government" which is the Mayor. Mayor Ruben Smith has provided a letter 141 of support. The grants will be awarded under a national competition, based on the threshold criteria 142 and a lottery for selection from all approvable applications. The deadline for submitting the FUP 143 application to the Albuquerque HUD office is June 17, 1997. 144 145 146 147 G � 148 Section 8 Administrative Plan 149 150 Mr. Ruben Trujillo, Senior Housing Counselor and Mr. Holguin are working on revising the Section 8 151 Administrative Plan. The HACLC must have a written administrative plan establishing policies for 152 operating the program in accordance with HUD requirements. The plan must be formally adopted 153 by the Board of Commissioners and a copy of the plan must be provided to HUD. However, the 154 Housing Authority is not required to obtain HUD approval of the plan. 155 156 The administrative plan must cover policies in the following areas: 157 158 - Selection of applicants from the waiting list 159 - Issuing or denying vouchers or certificates, including policies on the term of the voucher or 160 certificate 161 - Any special rules for use of funds provided by HUD for special purpose, such as the Family 162 Self- Sufficiency program 163 - Occupancy 164 Encouraging participation by owners of units outside of areas of low- income or minority 165 concentration 166 - Assisting a family claiming that illegal discrimination has prevented it from leasing a unit 167 Providing information about a family to prospective owners 168 Disapproving owners 169 Subsidy standards 170 Family absence from the dwelling unit 171 Determining who remains in the program, if a participating family breaks up 172 - Informal review procedures for applicants 173 Informal hearing procedures for participants 174 Process for establishing and revising voucher payment standards 175 Special policies for special housing types 176 Payments of amounts owed by families to the Housing Authority 177 178 Messrs. Trujillo and Holguin attended a Section 8 Administrative Plan workshop in Socorro, New 179 Mexico where most fellow housing administrators are using Nan McKay's Section 8 Administrative 180 Plan. In review of the handbook it was very thorough and easy to follow. HUD allows PHAs to 181 incorporate those options (i.e. implement federal and local preferences or repeal them) that best fit 182 a housing authority and the needs of the prospective residents. 183 184 Admissions Department's Waiting List 185 186 The HACLC has opened -up the waiting list for all HUD funded programs; Conventional, Section 8 187 New Construction, Section 8 Certificate and Voucher programs and the Section 8 Moderate 188 Rehabilitation (Palms /Manzano Apartments). The announcement was posted at several 189 community /social service agencies and the Sun -News. The waiting list will be open for an indefinite 190 period of time. 191 192 Public Housing 193 194 The Housing Counselors have been working with residents on keeping their premises and yards 195 looking better. As the Executive Director suggested, the HACLC will also work with the City Codes 196 Enforcement Agency so they may assist the agency with code violators. For example, if a resident 197 stores an inoperative vehicle the Counselor will mail a certified letter to the resident citing the lease 198 violation as well as the City Code violation. Instructions on remedying the situation and the time 199 1 allotted will be included in the letter. A copy of the letter will be mailed to the City Codes Department 200 for their review and assistance. 201 4 u 202 Section 8 Management Assessment Program (SEMAP) Training 203 204 HUD published a proposal for SEMAP in the December 2, 1996, Federal Register. While it is 205 modeled on the Public Housing Management Assessment Program ( PHMAP), SEMAP is not 206 required by statue, as PHMAP is. SEMAP will apply to all housing authorities that administer 207 Section 8 rental assistance certificate and voucher programs. The program is not a measure of 208 performance for our Section 8 Moderate Rehabilitation program. 209 210 The proposed rule prescribes 15 indicators which an Authority s Section 8 program would be 211 measured. The indicators are as follows: 212 213 1. Selection from the Waiting List. The Housing Authority has written admission policies in 214 its administrative plan which it follows when selecting applicants for admission from the 215 waiting list. 216 217 2. Rent Reasonableness. The Housing Authority has and implements a written methodology 218 to determine and document, for each unit leased, that, at the time of initial leasing and at 219 least annually during an assisted tenancy, the rent to owner is reasonable based on current 220 rents for comparable unassisted units. The Housing Authority's system takes into 221 consideration the location, size, type, quality, age and amenities of the unit to be leased in 222 determining comparability and the reasonable rent. 223 224 3. Fair Market Rent (FMR) Limit and Payment Standards. The initial gross rent for 90% of 225 units newly leased under the rental certificate program are at or below the applicable 226 FMR/exception rent limits and the Housing Authority has adopted payment standards for the 227 rental voucher program by unit size for each FMR area in the Housing Authority jurisdiction 228 which do not exceed the FMR/exception rent limits. 229 230 4. Annual Reexaminations. The Housing Authority conducts a reexamination for each 231 participating family at least every 12 months. 232 233 5. Correct Tenant Rent Calculations. The Housing Authority correctly calculates tenant rent 234 in the certificate program and the family's share of the rent to owner in the rental voucher 235 program. 236 237 6. Income Determination and Utility Allowances. At the time of admission and 238 reexamination, the Housing Authority verifies and correctly determines adjusted annual 239 income for each assisted family and the Housing Authority maintains and properly applies an 240 up- to-date utility allowance schedule. 241 242 7. Time from Request for Lease Approval (RFLA) to Housing Quality Standards (HQS) 243 Inspection. The Housing Authority promptly inspects a unit when a rental certificate or 244 voucher holder submits a RFLA. 245 246 8. Pre - contract HQS Inspections. Each unit leased passed HQS inspection before the 247 beginning date of the assisted lease. 248 249 9. Annual HQS Inspection. The Housing Authority inspects each unit under contract at least 250 annually. 251 252 10. HQS Quality Control Inspections. An Housing Authority supervisor (or other qualified 253 person) reinspects a random sample of at least 5 percent of completed HQS inspections. 5 c 254 11. HQS Enforcement. Following each HQS inspection, the Housing Authority ensures that the 255 unit passes HQS or that cited deficiencies are corrected within 30 days. If deficiencies are 256 not corrected timely, the Housing Authority stops (abates) Housing Assistance Payment 257 (HAP) or terminates the HAP contract, or, for family - caused defects, takes prompt and 258 vigorous action to enforce the family obligations. 259 260 12. Lease -Up. The Housing Authority executes assistance contracts on behalf of eligible 261 families for the number of units that have been under budget for at least one year. 262 263 13. Family Self- Sufficiency Enrollment. The Housing Authority has enrolled families in FSS as 264 required. 265 266 14. Deconcentration. The Housing Authority solicits participation of owners of affordable units 267 in all areas of its jurisdiction, provides assistance to Section 8 families with children to 268 motivate and increase housing choice, and takes action to broaden metropolitan area -wide 269 housing choice. 270 271 15. Welfare to Work. Beginning in FFY 1999, include this indicator: The Housing Authority 272 helps assisted families move from welfare to work. 273 274 The SEMAP is expected to become a final rule very soon. Mr. Holguin requested for training on 275 SEMAP and continued training of the Section 8 Budgeting which is offered by NAHRO. The next 276 NAHRO SEMAP training will be held in San Francisco, California on September 8 -9. The cost for 277 airfare, hotel (2 nights), per diem, and course study ( SEMAP & S8 Budgeting) amounts to 278 approximately $994.92 which Mr. Wingard has approved for Mr. Holguin to attend. 279 280 Family Self- Sufficiency Program 281 282 An FSS participant successfully completed the FSS program in February 1997, and recently 283 purchased a three bedroom home using the "First time Home Buyer's Program" through Sierra 284 Bank. Three current FSS participants recently graduated from DABCC and have obtained full -time 285 employment with Intel in Albuquerque. 286 287 b. Modernization Manager 288 289 Mr. Hassell reported the following items to the commissioners: 290 291 Project NM 3 -6, rehabilitation of conventional housing units is still underway by DynaCon, 292 Inc. The Architect and Inspector have completed a punch list inspection of the initial Phase 1 293 units (5 houses). The HACLC will be moving residents into these five houses within the next 294 two weeks. The residents that are moved into these homes will be moved out of the next 295 Phase II houses to allow the contractor to begin work. 296 297 The HACLC looked into consolidating its insurance coverage through HAI, Insurance. 298 However, the company was unable to give the agency a cost effective quote and therefore, 299 the HACLC will go to bid on the open market. The agency will attempt to have all insurance 300 bids expire at the same time each year, although this may take a year or two to accomplish 301 since many of the policies expire at varying times during the year. 302 303 Work continues on Project NM 3 -11, new construction of 19 units. The Architect is in the 304 process of completing the drawings and specifications in preparation for going tout to bid. 305 Upon the ward of this contract, the Architect will begin the drawings and specifications for 306 the replacement of siding, doors, jambs and hardware for the storage rooms at Bon Burt. 307 308 0 v v 309 C. Community Activities Coordinator 310 311 Mr. Vizcarra reported the following items to the commissioners: 312 313 Quarterly Achievement Award Winner 314 315 Eladio Garcia has been chosen as the Quarterly Achievement Award winner because of his 316 outstanding academic and community achievements. He is 13 years old, attends Lynn Middle 317 School, and is currently an honor student. He enjoys playing the violin, and participates in many 318 community organization including: Drug Awareness Day, Summer Health Awareness Youth Day, the 319 D.A.R.E Program, the HACLC's Teens Needing Teens (TNT) program, and the HACLC 320 neighborhood tutoring program. He has also spent time giving back to the community by helping to 321 distribute holiday baskets to the elderly, and by participating in the Las Cruces clean up program. 322 Eladio also got the chance to participate in the Las Cruces Natural History Museum's publishing 323 class. He learned reporting, interviewing and editing skills to assist in putting together the 324 museums' quarterly newspaper. 325 326 Community Activities for June: 327 328 1. Chris Nava, a Teens Needing Teens member was honored nationally as the Western 329 Regional winner for the Campaign for Tobacco Free Kids. Chris was honored during a 330 dinner at the Andrew Melon Auditorium in Washington, D.C., by Vice President Al Gore, 331 Health and Human Services Secretary Donna Shalala, and U.S. Senator Jeff Bingaman. 332 333 2. Achieved a zero (0) drop out rate in the 1996 -97 Las Cruces Public School year. 334 335 3. Las Cruces Civitan Club Putt-Putt golf party with HACLC youth. 336 4. New agreement for work study students with NMSU for the 1997 -98 school year. 337 338 5. Participated in the Jr. Olympics Track Meet at NMSU; had two first place winners who 339 qualified for State finals in Albuquerque. 340 341 6. Girl Scouts will be participating in concert series at NMSU. 342 343 7. HACLC Boy Scouts participated in conjunction with the Las Cruces Civitan /Club in the City 344 of Las Cruces Clean up days. 345 346 8. Will be holding Parent workshops through the Home Economics dept., at NMSU at the art 1- 347 A Community Center. 348 349 9. Began the Lunch Program on June 2nd at 1 -A and 3 -2 housing neighborhoods. 350 351 10. Entered 10 basketball teams in the City of Las Cruces Summer Baseball League. 352 353 11. Retired Senior Volunteer Program (RSVP) participating im HACLC youth program. 354 355 12. Working on 1997 Drug Elimination grants. 356 357 13. Held TNT (Teens Needing Teens) meeting for new recruits 358 359 360 7 361 d. Executive Director 362 363 Mr. Wingard stated that he wrote correspondence to Acting Attorney, Pete 364 Connelly, and called at least three times to establish a meeting where they both 365 could finalize the format of the cooperation agreement in order that it could be 366 provided HUD legal counsel prior to the June 18, 1997 Ad Hoc Committee meeting. 367 Mr. Wingard's efforts did not result in any response from Mr. Connelly. 368 369 As for the retention of a HACLC Solicitor /Attorney, requests for competitive bids 370 from law firms was published in the State Bar Association publication as well as 371 being locally advertised. Thus far, the HACLC received approximately 10 inquiries 372 and provided specifications /contract packages. Proposals were due by the end of 373 the business day on June 6, 1997. Mr. Wingard recommended that a ranking 374 committee consisting of two board members and three staff members 375 independently rank the proposals, return them to the Executive Director and be a 376 matter of Board public discussion concerning final point tabulations and 377 appointment for the July board meeting. Commissioners Ryan and Chavez both 378 expressed interest in participating in the ranking committee. Mr. Wingard noted 379 both commissioners as part of the committee which will also include Messrs. 380 Holguin, and Hassell as well as himself. The ranking committee anticipates the 381 possibility of conducting interviews with the law firms prior to the next regular board 382 meeting. 383 384 Mr. Wingard pointed out that July 8th is the beginning date of the New Mexico 385 NAHRO summer conference in Taos, NM. The HACLC's regular board meeting is 386 also on that date. Vice Chairperson Williams will be attending the conference with 387 the Executive Director. Commissioner Ryan noted that she would be out -of -town 388 during that time frame as well. The Board requested to have the meeting 389 rescheduled for July 22, 1997. 390 391 Mr. Wingard sought direction from the commissioners on the type of 392 compensation /performance appraisal system that the Board desires to be 393 implemented. This must be addressed in order for Mr. Wingard to proceed with the 394 formation of a system whether it be the Executive Director's preferred "EquiVal" 395 system or a variation of a step pay /categorical system. 396 397 Since the HACLC will not have a performance appraisal system in place by the 398 customary July 1 fiscal year employee salary increase time, Mr. Wingard 399 recommended that the HACLC provide a 3% salary adjustment for all Authority 400 employees (excluding himself) as of July 1, 1997. This still provides a 2% of total 401 projected payroll amount to be utilized for merit increases once the chosen system 402 is operational or current policy longevity clause buy -out. 403 404 Mr. Wingard authorized internal auditor Art Trujillo, to expend additional hours this 405 quarter via his contract on a comprehensive review of the HACLC's Admissions 406 Department and Section 8 Program management function. Thus far, a draft report v v 407 has been completed and discussed between Mr. Trujillo and staff members. A final 408 report should be forthcoming for distribution to all Board Members in the imminent 409 future. 410 411 At this time of the year, HUD releases numerous notice of funding availability 412 (NOFAs) for various programs in one fell swoop. Without a solicitor and with an 413 abbreviated time frame, the HACLC will not be able to take advantage of the New 414 Mexico Mortgage Finance Authority's Low Income Housing Tax Credit Program 415 during this application cycle. Mr. Wingard met with a representative from the non - 416 profit Tierra Del Sol, who intends to submit an LIHTC application for the 417 development of 40 low income units. The purpose of the meeting was to see if the 418 HACLC could serve in any capacity in this process as well as for Mr. Wingard to 419 become more familiar with the overall operations of the non - profit. 420 421 Mr. Wingard will be meeting with Ms. Sue Shearer, a staff member of Closet de 422 Mesilla and three board members concerning HUD's Continuum of Care funding 423 sources as well as discussing the Section 202 elderly construction program and 424 Section 811 special needs program which is available to non - profits on June 9th. 425 There is interest already expressed by Ms. Shearer and it may behoove the 426 HACLC to partner with an existing non - profit for this fiscal year should it be able to 427 secure funding from HUD which will positively impact standards of living for eligible 428 populations. Additionally, on Thursday, July 19th, Mr. Wingard will be meeting with 429 the Regional Manager, Ms. Jennifer Craig, and Ms. Agnes Noonan, Executive 430 Director of the Women's Self- Sufficiency team (WESST Corp.), also a non - profit, in 431 relation to the possibility of forging a cooperative child care service relationship. 432 433 The HACLC is developing specifications for a new telephone system with voice 434 mail capability which will permit the public to direct dial key staff members and 435 provide greater telephone line capability to the administrative offices. There have 436 been numerous times when all lines have been congested. The cost of a 437 revamped telephone system is approximately estimated between $17,000 and 438 $21,000. The switchboard operator will still be retained under a general 439 information heading to be listed in the phone book but actual calls should diminish 440 as public and professionals are provided direct access to staff members without 441 going through switchboards and secretaries. 442 443 Mr. Wingard developed a "criminal trespass" form (included in the board packet) 444 which will be utilized on prohibiting non - public housing residents from being on 445 HACLC grounds should there be a prior incident which resulted in police response 446 and /or staff response. With service of this letter an offender, should he /she choose 447 to come back to HACLC property, can be arrested and charged with criminal 448 trespass which is a misdemeanor offense in New Mexico. This letter will be one 449 small step in the building of safer and more viable assisted housing communities. 450 451 OJ G J 452 Messrs. Hassell and Wingard attempted to establish a meeting with City Manager 453 Jesus Nava, and/or Police Chief James Bonnell, in order to discuss two possible 454 sources of federal funding which will enable the HACLC to have officers directly 455 assigned to the Authority on an ongoing basis. Mr. Wingard stated that he is 456 uncomfortable with some staff being called out at evening and late evening hours 457 to quell domestic disturbances and acting in a quasi -law enforcement role on some 458 of its HACLC -owned properties. Thus far, an appointment has not been 459 established. 460 461 A meeting is scheduled for Tuesday, June 10th in order for the HACLC to establish 462 a cooperation agreement with the City of Las Cruces' 911 system in order that all 463 elderly or those in marginal health may be provided a neck worn "panic button 464 system" that once depressed would automatically summon through 911 emergency 465 services to that unit. This is a system which may limit incidents of principally 466 elderly and /or disabled tenants who fall and become incapacitated without 467 possibility of reaching a telephone or summoning help. 468 469 7. Resolutions 470 471 i. Resolution No. 580 - A Resolution Revising Signature Authority 472 473 Chairperson Gutierrez entertained a motion to approve Resolution No. 580 as presented. So 474 moved by Vice Chairperson Williams. Seconded by Commissioner Holmes. Chairperson Gutierrez 475 took a vote for approval: 476 Vice Chairperson Williams voted in favor. 477 Commissioner Ryan voted in favor. 478 Commissioner Holmes voted in favor. 479 Commissioner Chavez voted in favor. 480 Motion carried. 481 482 ii. Resolution No. 581 - A Resolution Writing Off Uncollectible Accounts in 483 Conventional Housing. 484 485 Chairperson Gutierrez entertained a motion to approve Resolution No. 581 as presented. So 486 moved by Vice Chairperson Williams. Seconded by Commissioner Chavez. Chairperson Gutierrez 487 took a vote for approval: 488 Vice Chairperson Williams voted in favor. 489 Commissioner Ryan voted in favor. 490 Commissioner Holmes voted in favor. 491 Commissioner Chavez voted in favor. 492 Motion carried. 493 10 v 494 iii. Resolution No. 582 - A Resolution Writing Off Uncollectible Accounts in Section 495 8 New Construction. 496 497 Chairperson Gutierrez entertained a motion to approve Resolution No. 582 as presented. So 498 moved by Vice Chairperson Williams. Seconded by Commissioner Chavez. Chairperson Gutierrez 499 took a vote for approval: 500 Vice Chairperson Williams voted in favor. 501 Commissioner Ryan voted in favor. 502 Commissioner Holmes voted in favor. 503 Commissioner Chavez voted in favor. 504 Motion carried. 505 506 iv. Resolution NO. 583 - A Resolution Designating the Secretary of the Board of 507 Commissioners (Executive Director) the Authority to Request, Review and 508 Award Insurance Policy Coverage pertaining to the Housing Authority of the 509 City of Las Cruces. 510 511 The Board suggested that the words "on an as needed basis" be deleted from the fourth paragraph 512 of the resolution. Instead it should read `on policies expiring June 30, 1997 which are Fire and 513 Extended, Commercial Automobile and Commercial General Liability." 514 515 Chairperson Gutierrez entertained a motion to approve Resolution No. 583 as amended. So moved 516 by Commissioner Chavez. Seconded by Vice Chairperson Williams. Chairperson Gutierrez took a 517 vote for approval: 518 Vice Chairperson Williams voted in favor. 519 Commissioner Ryan voted in favor. 520 Commissioner Holmes voted in favor. 521 Commissioner Chavez voted in favor. 522 Motion carried. 523 524 V. Resolution No. 584 - A Resolution Approving an Amendment to the Bylaws of 525 the HACLC. 526 527 Mr. Wingard explained that the resolution would change the meeting place of the HACLC 528 to the Branigan Memorial Library. Additionally, it drops the term "Treasurer" from the title 529 of Secretary/Treasurer. This would be in compliance with Act 45 of New Mexico state 530 statutes which do not recognize the position of Treasurer for housing authorities. In 531 essence, the offices of Chairperson and Vice Chairperson are recognized and the position 532 of Secretary as filled by the Executive Director is also recognized. Lastly, the order of 533 business has also been changed to reflect the method the board meetings will be 534 conducted henceforth. 535 536 11 G J 537 Chairperson Gutierrez entertained a motion to approve Resolution No. 584 as presented. So 538 moved by Vice Chairperson Williams. Seconded by Commissioner Chavez. Chairperson Gutierrez 539 took a vote for approval: 540 Vice Chairperson Williams voted in favor. 541 Commissioner Ryan voted in favor. 542 Commissioner Holmes voted in favor. 543 Commissioner Chavez voted in favor. 544 Motion carried. 545 546 vi. Resolution No. 585 - A Resolution Authorizing the Hiring of a Human Resource 547 Management Assistant. 548 549 From last month's meeting in the approval of the budget, the Board was made aware that 550 the HACLC has an unfilled position of Grantsman budgeted within its administrative 551 staffing levels. Mr. Wingard requested that the Board authorize the hiring of a Human 552 Resource Management Specialist part-time position which will be principally of direct 553 assistance to the Executive Director as the agency strives to implement and administer a 554 fair and equitable personnel administration system. Copies of the job description and 555 performance factors were attached to the resolution for the Board's review. The Board 556 pointed out that grievances and discriminations are two completely different issues that 557 need to be included in the job description. The Board's point was noted in the job 558 description. 559 560 Chairperson Gutierrez entertained a motion to approve Resolution No. 585 as presented. So 561 moved by Commissioner Chavez. Seconded by Commissioner Ryan. Chairperson Gutierrez took a 562 vote for approval: 563 Vice Chairperson Williams voted in favor. 564 Commissioner Ryan voted in favor. 565 Commissioner Holmes voted in favor. 566 Commissioner Chavez voted in favor. 567 Motion carried. 568 569 vii. Resolution No. 586 - A Resolution for Preliminary Approval of Moving Expenses 570 for the Executive Director's household. 571 572 Pursuant to the Chairperson's suggestion, Mr. Wingard included this resolution which 573 provides preliminary approval of moving expenses for his household. The resolution also 574 addressed maximum amounts and documentation required by actual receipts. 575 576 Chairperson Gutierrez entertained a motion to approve Resolution -No. 586 as presented with the 577 maximum not to exceed $2,000. So moved by Commissioner Chavez. Seconded by 12 578 579 580 581 582 583 584 585 586 587 588 589 590 591 592 593 594 595 596 597 598 599 600 601 602 603 604 605 !, 606 607 608 609 610 611 612 613 614 615 616 617 Commissioner Ryan. 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. Recommendations and Comments by Board Members. None were made. 9. Other Business. No other business came before the Board. 10. Adjournment. Chairperson Gutierrez entertained a motion for adjournment. 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. Adjournment 8:35 p.m. �r. .. SUBMITTED BY, L L. Win hard. Exec u Kw, Nector 13 APPROVED BY, w Lorraine R. Gutierrez, Chairperson