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05-13-19971 2 3 4 5 6 7 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 46 47 48 49 50 51 5311 54 lelft MINUTES OF A REGULAR MEIG OF THE HOUSING AUTHORITY OF THE CITY OF LAS CRUCES BOARD HELD ON MAY 13, 1997 1. Roll Call. The Board Meeting of the Housing Authority of the City of Las Cruces was held at 926 S. San Pedro, in the City of Las Cruces, State of New Mexico. Chairperson Lorraine R. Gutierrez called the meeting to order at 6:07 p.m. MEMBERS: Lorraine R. Gutierrez, Chairperson Trevas Y. Ryan, Commissioner Alice E. Holmes, Commissioner Jesus R. Chavez, Commissioner ABSENT: Frances F. Williams, Vice Chairperson - excused OTHERS: J. L. "Jack" Wingard, Executive Director Caroline Velarde, Executive Secretary Andrew T. Holguin, Deputy Director /Housing Mgr. Tom Hassell, Modernization Manager Sharon Hansen, Accountant Delbert Ortiz, Maintenance Foreman Al Vizcarra, Community Activities Coordinator James Godfrey, Consultant * 2. Approval of the Minutes of a Regular Meeting for April 8, 1997. * 3. Approval of the Minutes of a Special Meeting for May 5, 1997. * 4. Approval of Payments for the month of April 1997. * 5. Financial reports for the period ending March 31, 1997. * 6. Vacancy, Eviction, Personnel and Maintenance report for April 1997. * 7. Resolution No. 573 - A Resolution Approving a Revision to the Personnel Policy. * 8. Resolution No. 574 - PHA/IHA Board Resolution Approving Operating budget or Calculation of Performance Funding System Operating Subsidy. * 9. Resolution No. 575 - A Resolution Approving the Operating Budgets for Section 8 New Construction, RTC Property (Richards & Terry Drive), Montana Property, and Fairway Property. *10. Resolution No. 576 - An Open Meetings Act Resolution for the Housing Authority of the City of Las Cruces. *11. Resolution No. 577 -A Resolution Approving a Revision in the Basic Health Plan Coverage Employee Contribution. 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 * consent agenda 55 11 for approval: Q J 56 Commissioner Ryan voted in favor. 57 Commissioner Holmes voted in favor. 58 Commissioner Chavez voted in favor. 59 Motion carried. 60 12. Staff Written Reports; Board Questions. 61 A. Deputy Director's Narrative Report 62 Mr. Holguin noted that the action to approve the reimbursement of travel expenses for two 63 Executive Director candidates and a board member's recruiting expenses is considered invalid 64 as per the Open Meetings Act. The concern was not on the Board's agenda. Therefore, he 65 recommend that the actions be declared and voted on again at this meeting. 66 Chairperson Gutierrez entertained a motion to amend last month's motion that allowed for 67 reimbursement to Vice Chairperson Williams for expenditures incurred related to the interview 68 process. So moved by Commissioner Ryan. Seconded by Commissioner Chavez. Chairperson 69 Gutierrez took a vote for approval: 70 Commissioner Ryan voted in favor. 71 Commissioner Chavez voted in favor. 72 Commissioner Holmes voted in favor. 73 Motion carried. 74 Chairperson Gutierrez entertained a motion to amend last month's motion that allowed for 75 payment of expenses incurred by Mr. J. D. Foster (gas and lodging) and by Mr. John L. Wingard 76 (airfare, hotel and mileage) each of whom submitted invoices to the Board. So moved by Vice 77 Chairperson Williams. Seconded by Commissioner Chavez. Chairperson Gutierrez took a vote 78 for approval: 79 Commissioner Ryan voted in favor. 80 Commissioner Chavez voted in favor. 81 Commissioner Holmes voted in favor. 82 Motion carried. 83 gr Resolution No. 578 - A Resolution Revising the Admissions and Continued 84 Occupancy Policy for the Housing Authority of the City of Las Cruces. 85 86 Mr. Holguin informed the Board that the HACLC's Admissions and Occupancy Policy will be 87 amended. The proposed main amendments are the federal and local preferences, alcohol 88 abuse, and a minimum rent adjustment. As previously discussed at last month's meeting. it wac 89 recut imiciitieci to ►epeai uic ret,ciat and local preferences. All language concerning the said 90 preferences have been removed. HUD's "One Strike You're Out" policy has been amended to 91 include alcohol abuse. President Clinton implemented a strict, straightforward "One Strike" policy 92 in that people in pW housing who engage in drug and othriminal activity will face certain 93 and swift eviction. A synopsis of the policy is as follows: 94 By aggressively rooting out criminals (applicants and current residents), this "One Strike" 95 policy will help to: 96 1. Free public housing residents from daily threats to their personal and family 97 safety; 98 99 2. Build public housing communities that are safer and drug -free; 100 3. Support parents in their efforts to instill the values of hard work, personal 101 responsibility, and good citizenship in their families; 102 103 4. Create an environment where young people, especially children, can live, leam, 104 and grow up to be productive and responsible citizens; 105 106 5. Ensure that public housing residents can pursue the work and educational 107 opportunities necessary to lift themselves out of public housing and attain self - 108 sufficiency; and 109 110 6. Encourage business to invest in these distressed areas, bringing badly- needed 111 jobs. 112 113 Mr. Holguin went on to say that the HACLC has implemented this policy through the Admissions 114 and Occupancy Policy and have most of the elements in place with the exception of alcohol 115 abuse. The HACLC presently conducts the following: 116 1. Conduct comprehensive background checks that include screening for criminal 117 activity. 118 119 2. Work with local law enforcement agencies to gain access to criminal records. 120 3. HACLC has developed criteria to screen for drug- related and other criminal 121 activity. Mainly reviewing police background checks, security patrol logs, police 122 reports, and landlord background checks. 123 124 4. Educate applicants and tenants on lease terms. 125 5. Make tenants responsible for the conduct of everyone in their households. 126 The amended One Strike You're Out policy includes protecting residents from the effects of 127 alcohol abuse. As per HUD's recommendation, alcohol abuse language is inserted into the 128 screening criteria section and the eligibility for continued occupancy section. The abuse will be 129 considered as to the seriousness and repeated offenses before any action is taken. 130 As per HUD's Public and Indian Housing Notice 96 -81, each public housing resident is required 131 to pay a monthly "minimum rent" of up to $50.00. Presently the resident's rent charge is $25.00 132 which is the minimum prescribed by law. Congress encourages this rent reform to prevent loss 133 of operating subsidy for PHAs. Presently, there are very few residents at "zero" income and the 134 rent reform snouia not de a iauur to the residents. Hardship cases will be considered where the 135 HACLC will assist the resident by referring him /her to a financial assistance program (e.g. 136 General Assistance benefits, Temporary Assistance to Needy Families) or assist in the family 13711 with locating empliolAent. Based on the above, the HACL440mmends adjusting the 138 "minimum rent" to $50.00. 139 The Board expressed several concerns and inquired if the HACLC would seek other alternatives 140 besides immediate eviction. Mr. Wingard replied that people have to want to be rehabilitated. 141 He pointed out that the majority of abuse cases involve alcohol. The HACLC has the 142 responsibility to ensure the safety of the community as a whole. Mr. Vizcarra pointed out the 143 HACLC is currently working with residents by getting them help with their alcohol abuse problems 144 via other community agencies. Mr. Wingard also pointed out that the Head -of- household is 145 responsible for the family members residing in the unit. Said individual will need to seek/ask for 146 assistance concerning family members with alcohol abuse problems. It was mentioned that Rio 147 Vista gives presentations educating people on the affects of alcohol abuse and how to deal with 148 the problem. Alcoholics Anonymous was also mentioned as providing free help to those who 149 seek assistance in overcoming their alcohol addiction. 150 Chairperson Gutierrez entertained a motion to approve Resolution No. 578: A Resolution 151 Revising the Admissions and Continued Occupancy Policy for the Housing Authority of the City of 152 Las Cruces. So moved by Commissioner Chavez. Seconded by Commissioner Holmes. 153 Chairperson Gutierrez took a vote for approval: 154 Commissioner Ryan voted in favor. 155 Commissioner Holmes voted in favor. 156 Commissioner Chavez voted in favor. 157 Motion carried. 158 B. Modernization Manager's Narrative Report 159 cr Mr. Hassell explained that the Architect has been tasked with looking into selecting certain 160 housing units in high visibility locations to be landscaped using "xeriscaping ". Xeriscaping 161 consists of using indigenous flora suitable for our desert climate as opposed to typical plants 162 such as grass, flowers, etc. Xeriscaping has numerous positive aspects, the primary aspect 163 being the conservation of water, which fits nicely with the City's water use reduction initiative. 164 Xeriscaping also adds a Southwest flavor to our properties and requires less upkeep from our 165 residents. The HACLC's intent is to apply xeriscaping for the above reasons and to ultimately add 166 "curb appeal" which will allow its housing stock to better mix in with the surrounding community. 167 cr Mr. Hassell explained that Commissioner Chavez brought up a very important point about a 168 potentially dangerous situation relating to the elderly /disabled residents at last month's meeting. 169 The HACLC is in the process of looking into the cost and availability of an "Emergency Response 170 System ". This system would consist of a device that would be worn by the resident. In the event 171 of a fall or emergency situation, the resident could activate the device, thereby forwarding a call 172 to a monitor:r, ' _ ^:r .. ? .--� 4.at would forward the call to me appropriate ages qty 173 (i.e. EMS). It is the HACLC's intent to purchase approximately 10 devices. The devices would 174 1 be held in inventory and signed out to the residents on an as needed basis, at their request. The 4 17511 subscription fee fe monitoring service would then be aced. The HACLC is considering 176 the possibility of splitting the fee for the monitoring service with the resident to help reduce costs 177 to the HACLC. Based on preliminary figures, the cost associated with monitoring is 178 approximately $20 /month or less. Mr. Hassell noted that by contracting with a monitoring service 179 for this service, the HACLC avoids possible litigation for non - response to an emergency situation. 180 The agency is still in the process of gathering price and availability information on this and will 181 update the Board with future developments. 182 gw Mr. Hassell explained that Project NM 3 -11 is in progress of the design stage. The HACLC has 183 been tasked to looking into the possibility of changing the status of the 19 units from 184 Conventional Housing Development to 5(H) Homeownership. This would allow the HACLC the 185 option to utilize these units for homeownership opportunities in the future. The agency is awaiting 186 a response from the Albuquerque Field Office on this matter and will keep the Board abreast of 187 any future developments. 188 rw Mr. Hassell explained that Project NM 3 -6, rehabilitation of conventional housing units, is still 189 underway by DynaCon, Inc. Financially, the HACLC is 45% complete with the project and have 190 held its change orders to 3.48 %. Phase I, which consists of the rehabilitation of five housing units 191 should be complete by June, at which time it will begin Phase II, the rehabilitation of the 192 remaining five units. 193 or The meetings pertaining to the preparation and submission of the 1997 Comprehensive Grant 194 Program (CGP) Annual Statement and Five Year plan have been tentatively scheduled for May 195 (Preliminary Resident Meeting), June (Public Hearing) and final board approval at the regularly 196 scheduled meeting of July 8. The Board will receive the final schedule in advance of meetings so 197 that they may attend. 198 sr At the Board's suggestion, Mr. Hassell explained that the HACLC is looking into consolidating 199 its insurance policies. The agency is waiting on a quote from Housing Authority Insurance (HAI) 200 who has a blanket contract with HUD to provide insurance (excluding medical coverage) which is 201 available to Housing Authorities without having to go through the bid process. This insurance is 202 being utilized by a number of New Mexico HA's and is highly recommended by them and HUD. 203 cr The Modernization Department thanked the Board for their efforts in selecting a well qualified 204 Executive Director and looks forward to working with Mr. Wingard in the future. 205 C. Community Activities Narrative Report 206 Mr. Vizcarra apprised the Board with a summary of activities for the Community Activities 207 Program during the time of April 8- May 13, 1997_ 208 Tutoring Program at 1 -A, 3 -2, and Valley. 209 ► Girl Scout meetings and Cookie sales. 210 Obtained v„I . %-,uuL tuf summer camp. 211 Completed Assist grant by doing 40 compliance checks. 212 1 ► Submitted 1998 ASSIST grant proposal for anti - tobacco program. 5 213 214 215 2161 2171 218 219 220 221 222 223 224 225 226 227 228 229 230 231 232 233 234 235 236 237 238 239 240 241 242 243 244 245 246 247 248 249 250 251 252 253 255 256 25711 ► Participates Spring Health Awareness Youth Day Joung Park. ► Placed 23 children in Summer youth jobs through the Dept. of Labor, NM. ► Mothers day fund raiser with Flowerama, helped deliver Mothers day flowers. ► Completed contract with Natural History Museum, by providing youth with Internet research skills, reporting skills, and creating the next edition of the Museums news paper. ► Closing out 1994 Drug Elimination Grant by May 30, 1997. ► Obtained extension on 1995 Drug Elimination form August, 1997 through Feb. 1998. ► Negotiated contract with Dept. of Agriculture for Summer Youth Nutrition Lunch Program to be at 1 -A and 3 -2. Working with Las Cruces Public Schools to provide tutoring in our community centers through their Chapter One Program. One of our outstanding youth, Chris Nava, received a National award in Washington, DC from the Campaign for Tobacco -Free Kids, for the work he has done in our communities. Ran Essay Contest on "Why kids should be Drug- Free." Bid was sent to Sun -News paper on Computers for "Neighborhood Network Program" for 1 -A and 3 -2. Youth participated in Las Cruces Clean up Day. Fire Safety Presentation scheduled for June at 1 -A. Scheduled Tour of NMSU Campus for youths and parents in Housing neighborhoods. We were awarded CDBG money for continued funding for the Truant Officer. D. Executive Director's Progressive Report. w A summary of the EquiVal Compensation System was included in the board packet. Mr. Wingard stated that this is a possible approach to the implementation of a meritorious pay system for Authority employees. He note that instead of the five performance factor grades that are indicated in the EquiVal Summary, he would prefer to go to a three grade system. Generally that would be substandard, satisfactory or exemplary. ow The Welfare Reform Act for the State of New Mexico seems to be the victim of a legislative squabble currently, and Mr. Wingard recommended that the HACLC mark time until it has an Act which is supported by both the Governor and the Legislature. ir Mr. Wingard addressed two immediate areas of concern for the internal auditor to become involved in are: 1. A brief but thorough review of the Admissions department and ranking criteria. Please note that we will be acting on a new Admissions and Occupancy Policy which eliminates federal and Iric- . <1ireOIN., to date and time of application fQ, placement. 6 258 2. The same oath is to be implemented through aed Section 8 Administrative 259 Plan. It is aipated that the internal auditor will then move on to a review of Section 8 260 Department operations in relation to program compliance issues. The random polling of 261 participant files will be done by the internal auditor to assure that all required forms and 262 signatures are within file folders as well as compliance with rent reasonableness 263 standards. 264 265 or Mr. Wingard stated that he has not yet had the opportunity to review the TOP Grant (Tenant 266 Opportunities Program). If a resident is to serve on the Board of Commissioners the 267 appointment must be made through the Mayor. Mr. Wingard requested input from the Board 268 Members as to the likelihood of the Mayor being convinced to appoint a public housing resident 269 to the Board of Commissioners. 270 or Mr. Wingard stated that he has not yet had the opportunity to review the Head Start Program 271 and its relationship to the HACLC, although Head Start funding in this year's federal fiscal year 272 budget has been increased. Mr. Wingard considers it a vitally important program in nurturing and 273 supporting children and educational programs which will provide confidence and higher self - 274 esteem as they are maintained in the public school system. 275 or Mr. Wingard directed Mr. Hassell to include in this year's Comprehensive Grant Program 276 application, and to be approved by the Board, elements which include landscaping at 277 intersections where the agency has the highest traffic flow of non - public housing resident 278 citizens. These intersections are vital in that they shape perception of our developments 279 overwhelmingly by the public. Additionally, he directed that funding permitted, that the HACLC 280 address necessary exterior painting in order to preserve a positive public image. Furthermore, 281 Mr. Vorenberg is going to designate certain species of flowering plants which will thrive in the 282 New Mexico climate and be provided to resident council groups for planting in various areas. 283 The curb appeal of the HACLC's developments will be gradually and effectively improved. 284 or In reference to HUD's recommendation that public housing residents give at least eight hours 285 a month to work around housing areas that they live in, questions arose. Principal questions 286 were: Does this include elderly and disabled? Does this mean family only? How would one 287 enforce such a recommendation in that it cannot be part of the lease which means its virtually 288 unenforceable. Finally, should the HACLC mandate work? If a resident is injured while 289 performing service, worker's compensation liability will be a prime concern. If HUD would 290 authorize the inclusion of the work requirement in a lease format and provide for worker's 291 compensation coverage of workers then there would be immediate implementation. 292 ow On a preliminary basis, Mr. Wingard recommended that all authority vehicles be given a 20 293 point check such as offered by nation wide Jiffy -lube outlets on a regular 3,000 mile basis. Such 294 a service can be contracted for privately and be very cost effective. 294. Mr. Wingard noted that he h=_ t",,_ il!; iet rnac-iaL-4 on E ,UD (federal procureme::: 296 requirements for housing authorities). The HACLC's current procurement policy closely parallels 297 the City's procurement policy. City Manager, Jesus Nava indicated that the City is in the process 7 2981 299 300 301 302 303 304 305 306 307 308 309 310 311 312 313 314 315 316 317 318 319 320 321 322 323 324 325 326 327 328 329 330 331 of rewriting its pro ment policy. Mr. Wingard's recomme(Jion would be to follow the City's lead as soon as a final product is achieved by the City in its procurement policy revamping. or Mr. Wingard stated that Mr. Holguin, Mr. Hassell and himself, have been discussing the possibility of converting projects 3-6 (38 scattered site single family units) and project 3-11 (19 new scattered site units yet to be built) to HOME Ownership under 5 -8 Section 5(H) of the 1937 Housing Act. They are attempting to discuss the possibility with the Albuquerque HUD office, although Ms. Cindy Gorman, Director of Public Housing is out until May 12th. Mr. Wingard explained that the HACLC can serve families with minimum income levels to qualify (i.e. $15,000 per year) to participate in either a lease purchase program conducted by the Authority or by involving them in first time home buyers programs which are implemented by various State of New Mexico agencies. This will enable the HACLC to assist families in bridging from rental to homeownership return non -tax producing properties to the tax rolls of the City of Las Cruces and expand the HACLC's asset base through realization of sales proceeds which can be further used for "housing eligible activities ". or Mr. Wingard noted that a packet was provided to the Board during the special meeting of May 5th, that provided information on amounts available within New Mexico and most commonly asked questions and answers concerning use of tax credits for development. Mr. Wingard briefly explained that a non - profit corporation can be formed to be the one percent (1 %) general partner. The HACLC may utilize its maintenance staff to provide maintenance services for developed housing. Additionally, the non - profit can contract with the HACLC for management services. Furthermore, the HACLC and /or the non - profit could be eligible for between 8% and 16% of projected construction costs as a developer's fee. or Mr. Wingard stated that an addition to the office building is being designed which will enable the cost effective construction of a 900 to 1000 square foot community /board meeting room. This will relieve already cramped office quarters (i.e. the use of the conference room by three employees on a regular basis). w Mr. Wingard explained that with the formation of a non - profit 501 C -3 corporation, the corporation would be eligible to apply for the highly competitive Section 202 program for housing for the elderly. This source of funding is only available to private non - profit corporations. He will be reviewing the federal registers on a regular basis in order that the HACLC may apply for funding such as Service Coordinator for the elderly. If successful, Mr Wingard would prefer to contract with a non - profit entity already in business for the provision of such support services to the elderly. g' Mr. Wingard stated that on May 9th, at the invitation of Councillor Jose Frietze, he attended a 33211 community meeting at the Diocesan Center which included representatives from a wide array of rn. rity and city human and A rs ;p -Q -c ;oiative from the Mayor's office 334 was also present. The focus of the meeting was to develop a community -based economic 335 development approach to moving limited income families from welfare to work. Mr. Wingard 8 ,r. 336 II provided input ands introduced to key agency leaders w4j4k the County of Dona Ana and the 337 City of Las Cruces. 338 or Mr. Wingard stated that at the May 7th meeting of the Ad Hoc Committee, he volunteered to 339 frame a cooperative agreement for review by the Ad Hoc Committee at their May 21st meeting. 340 It is his goal to have a drafted cooperation agreement prepared for the Ad Hoc Committee by 341 Friday, May 16, 1997. 342 or Mr. Wingard stated that he would like to make two suggestions to enhance employee morale 343 and proposed a resolution to cant' out this endeavor. 344 1. Permit the distribution of paychecks on paydays at 11:00 a.m. (Lunchtime) instead of the 345 now required 4:45 p.m. 346 2. That Board consider the advancement of funds for educational credits rather than 347 reimbursement. The employee would be required to execute a notarized Individual 348 Acknowledgment which would require him /her to repay the HACLC should a minimum 349 grade of "C" not be attained or if the employee did not complete the course. Mr. Wingard 350 believes such action would enhance efforts of having more employees enroll in course 351 work which would benefit the HACLC, especially in the area of maintenance personnel. 352 353 Chairperson Gutierrez entertained a motion to approve Resolution No. 579 - A Resolution 354 Approving a Revision in the Personnel Policy as presented to the Board. So moved by 355 Commissioner Chavez. Seconded by Commissioner Holmes. Chairperson Gutierrez took a vote 356 for approval: 357 Commissioner Ryan voted in favor. 358 Commissioner Holmes voted in favor. 359 Commissioner Chavez voted in favor. 360 Motion carried. 361 w A draft copy of an RFP (request for proposals) for legal services for the HACLC was included 362 in the board packet for the Board's review. Mr. Wingard stated that he is requesting the Board's 363 permission to proceed with the RFP for said services. The Board suggested that the legal 364 services be for a twelve month period with a twelve month option rather than a 24 -month period 365 with a 24 -month option. Mr. Wingard conceded with the Board's recommendation. 366 Chairperson Gutierrez entertained a motion authorizing the Executive Director to proceed with 367 the request for proposals (RFP) to procure legal services for the HACLC as presented by Mr. 368 Wingard. So moved by Commissioner Holmes. Seconded by Commissioner Ryan. Chairperson 369 Gutierrez took a vote for approval: 370 Commissioner Ryan voted in favor. 371 Commissioner Holmes voted in favor. 372 Commissioner Chavez voted in favor. 373 Motion carried. 374 13. Recommendations and Comments by Board Members - none were made. 375 14. Public Participation - there was none. 376 9 377. 378 379 380 381 382 383 384 385 386 387 388 389 390 391 392 393 394 395 396 397 398 399 400 401 402 403 404 15. Other Bins. wr Mr. James Godfrey stated that he is a Technical Assistance Consultant for the Drug Elimination Grant Program. His purpose is to review the HACLC'S current Drug Elimination Grant under the Community Activities Program (CAP). Mr. Godfrey explained that he will make suggestions on how the CAP may improve its drug elimination grant program. He will also help CAP by giving direction for future efforts pertaining to drug elimination strategy. 16. Adjournment. Chairperson Gutierrez entertained a motion for adjournment. So moved by Commissioner Holmes. Seconded by Commissioner Ryan. Chairperson Gutierrez took a vote for approval: Commissioner Ryan voted in favor. Commissioner Holmes voted in favor. Commissioner Chavez voted in favor. Motion carried. Adjournment 7:00 p.m. SEAL APPROVED BY, SUBMITTED BY, utive (Director 10 Lorraine R. Gutierrez, Chairperson