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03-11-199732 33 34 35 36 37 38 39 40 41 42 43 44 O O MINUTES OF A REGULAR MEETING OF THE HOUSING AUTHORITY OF THE CITY OF LAS CRUCES BOARD HELD ON MARCH 11, 1997 The Board Meeting of the Housing Authority of the City of Las Cruces was held at 6:00 p.m. at 926 S. San Pedro, in the City of Las Cruces, State of New Mexico. 1. Roll Call. The meeting was called to order by Lorraine R. Gutierrez, Chairperson. MEMBERS: Lorraine R. Gutierrez, Chairperson Frances F. Williams, Vice Chairperson Trevas Y. Ryan, Commissioner ABSENT: Alice E. Holmes, Commissioner (excused) OTHERS: Andrew T. Holguin, Interim Exe. Director Caroline Velarde, Executive Secretary Tom Hassell, Interim Deputy Director Sharon Hansen, Accountant Joe Saldana, Asst. Community Act. Coord Suzie Molina, Comm. Act. Resident Asst. Daniel Gonzales, award recipient 2. Quarterly Achievement Award - Daniel Gonzales. Mr. Holguin stated that Ms. Suzie Molina is the HACLC's Community Activities Resident Assistant under the Community Activities Program, and oversees the community center at NM1 -A (Locus, Mulberry, Ash) housing neighborhood. Ms. Molina explained that Daniel Gonzalez is a sixth grade honor roll student at Sierra Middle School and is an active member of the HACLC's Boy Scouts (Troop #601). Daniel participates in the HACLC's Drug Awareness Days, tutoring program and recreation program. He gets involved by helping out the Community Activities Program with special projects for the elderly, tutoring younger children and cleaning up the community center. Some of Daniel's favorite pastimes are reading adventure books, drawing, listening to the radio and playing basketball and football with friends and relatives. When he graduates from high school, Daniel envisions himself going to college and majoring in either education or veterinarian medicine. He is perceived to be an outstanding role model as well as a good friend to his peers. Daniel has a bright future ahead of him and with his positive attitude he is determined to achieve his goals. Daniel hopes to inspire other young people M rM Mw MCI 45 to aim high and rise to their fullest potential. The Board congratulated Daniel for his 46 positive efforts and presented him with a plaque acknowledged him for his assistance in the 47 Community Activities Program. They encouraged Daniel to continue on with his journey 48 towards higher education and wished him a successful career in either field that he 49 chooses to specialize in. Daniel gave thanks to the Board, the HACLC and the staff of the 50 Community Activities Program for the educational programs they provide to help students 51 with their studies. 52 3. Community Service Award - Bert Fredericks, WSMR Special Services. 53 Mr. Holguin stated that Mr. Joe Saldana is the HACLC'S Assistant Community Activities 54 Coordinator under the Community Activities Program(CAP). Mr. Bert Fredericks was not 55 able to attend the meeting in order to accept his award. However, Mr. Saldana went ahead 56 and explained that Mr. Fredericks works in the Special Services Department at the military 57 base out at White Sands Missile Range (WSMR). Mr. Saldana pointed out that 58 Meerschedeit Recreation Center was closed for repairs being performed on the facility. 59 Because of Mr. Fredericks' sincere interest and earnest dedication toward young people, 60 the youth in the Community Activities Program have been successful in participating in the 61 sports and recreational activities held at the WSMR youth center. Mr. Fredericks sees to it 62 that the kids are included in WSMR's youth activities such as their basketball league. In 63 fact, the CAP's 14 and under division and the 18 and under division participated in the 64 Winter League Basketball Tournament over the weekend. Both divisions won a trophy 65 each for second place in the tournament. Both basketball teams were really excited and 66 pleased with themselves for having played so well in the tournament. 67 Mr. Saldana also noted that the CAP department did not (and does not) have to pay for the 68 activities at WSMR like it does at Meerscheidt Recreation Center for things such as the 69 basketball league. 70 Mr. Fredericks was also responsible for coordinating the NFL "punt and pass" contest for 71 the state of New Mexico. The HACLC had two winners at the state level which enabled 72 them to participate at the regional level. Mr. Fredericks is considered a friend to all the 73 young people. He has been instrumental to the Community Activities Program and its 74 youth. In fact, the kids will be able to participate in WSMR's softball league. 4 75 II The Board requested Mr. Holguin to send a letter to Commanding General Jerry Laws of 76 WSMR military base apprising him of how valuable and instrumental Mr. Fredericks has 77 been toward the HACLC and the CAP department regarding its young people. 78 * 4. Approval of the Minutes for a Regular Meeting held on February 11, 1997. 79 * S. Approval of the Minutes for a Special Meeting held on February 15, 1997. 80 * 6. Approval of the Minutes for a Special Meeting held on February 21, 1997. 81 * 7. Approval of the Minutes for a Special Meeting held on March 1, 1997. 82 * 8. Approval of the Minutes for a Special Meeting held on March 3, 1997. 83 * 9. Approval of Payments for February 1997. 84 * 10. Financial reports for the period ending January 31, 1997. 85 11* 11. Vacancy /Eviction /Personnel and Maintenance report for February 1997. 86 11 Chairperson Gutierrez entertained a motion to approve the above consent agenda. 87 Vice Chairperson Williams had questions about items 9 and 10 regarding rehabilitation 88 expenses, mortgage payments, electric bills, supplemental insurance and workman's 89 compensation and an eviction. Answers were given justifying the payments and the reason 90 for the eviction. 91 Chairperson Gutierrez again entertained a motion to approve the above consent agenda. So 92 moved by Vice Chairperson Williams. Seconded by Commissioner Ryan. Chairperson 93 Gutierrez took a vote for approval: 94 Vice Chairperson Williams voted in favor. 95 Commissioner Ryan voted in favor. 96 Motion carried. 97 12. Public Participation. There was no public participation. 98 13. Interim Executive Director's Report. 99 a. Comprehensive Annual Financial Report: FYE - JUNE 30, 1996 100 Mr. Holguin stated that the annual financial and compliance report of the City of Las Cruces 101 for fiscal year ending June 30, 1996, was finalized. Copies of the report were furnished to 102 the Board for their perusal. The contracted auditor, Kriegel & Co., Ltd., reported no findings 103 lwithin the HACLC's operation. Mr. Holguin spoke with Mr. Brian Haines, Audit Partner of * consent agenda 5 104 Kriegel & Co., in reference to the audit. Mr. Haines pointed out that the HACLC is a 105 component of the City of Las Cruces and is considered a major program because of its 106 financial status. The major scope of work was an intense and rigorous review of internal 107 controls, compliance of laws and regulations. 108 Such reviews included but were not limited to, cash management, reporting requirements, 109 income eligibility, utility allowance etc. Mr. Haines also pointed out that the HACLC staff was 110 cooperative throughout the audit period. The final report concluded that the HACLC is in 1 l 1 compliance in all aspects of the law and its procedures. In reference to the Board's request, 112 Mr. Haines will attend the board meeting of April 8, 1997 to present the audit. Mr. Holguin 113 noted that Mr. Art Trujillo, who conducts the HACLC's quarterly audits will also be present at 114 that meeting to make his presentation. 115 b. Neighborhood Networks (NN) 116 At last month's regular board meeting, the staff presented the Neighborhood Networks (NN) 117 plan to be implemented at the Valley Drive housing neighborhood. Mr. Holguin noted that 118 HUD encourages this plan to assist with the development of the residents' education and 119 job opportunities. The program is through the Multi- family Housing Assistance Program 120 (Section 8 New Construction) in which Mrs. Lucy Lucero, Asset Manager of the Albuquerque 121 HUD office oversees. 122 Mr. Holguin pointed out that Mrs. Lucero has been extremely resourceful and has assisted 123 the HACLC in many facets concerning the Section 8 New Construction program. Mrs. 124 Lucero is pleased to see the development of the NN plan and wishes to participate in the 125 "Grand Opening" of the community's NN center at the Valley Drive housing neighborhood. 126 He also added that Mr. Robert L. Salazar, Supervisor ,Multi - family Outstation Branch is 127 scheduled to accompany Mrs. Lucero. Mrs. Lucero anticipates delivering a press release in 128 reference to the celebration. Mr. Holguin went on to say that both adults and children will be 129 in attendance to demonstrate their acquired computer skills. He noted that the open house 130 is scheduled to be at the Valley Drive community center located at 1495 Casa Drive on 131 March 21, 1997, at 3:30 p.m. and everyone is welcome to attend. 132 133 R1 134 c . Status Report on NM 3 -11 135 Mr. Hassell informed the Board that the HACLC is in the process of upgrading its computer 136 system to run Windows 95, Novell PerfectOffice, and various other in -house program. This 137 upgrade entails the installation of software and hardware on a machine -by- machine basis. 138 In the process of upgrading the Staff Architect's PC, there arose a problem. Mr. Hassell 139 explained that after the installation of Windows 95 in this particular PC, it was also 140 necessary to upgrade the AutoCAD software (i.e., software used to prepare construction 141 drawings). The current PC is a 486 DX66 CPU. It was state of the art at the time the 142 HACLC acquired it, however, it is now out of date. The video graphics accelerator card that 143 is in the machine is not compatible with Windows 95 or with the latest version of AutoCAD. 144 Mr. Hassell contacted the manufacturer of the video card to see about upgrading the card. 145 The manufacturer stated to him that the card could be replaced with a new, compatible card 146 for an upgrade price of $160. The only thing was that the CPU BIOS in the PC had to be no 147 older than 10- 10 -94. Unfortunately, the BIOS in the PC is dated 2- 21 -93. 148 Based on this information, it is the agency's intent to utilize this PC for another department 149 that does not require the use of AutoCAD, but would still require an upgraded PC to run 150 Windows 95. The Staff Architect's PC will be replaced with a new, state of the art PC that is 151 compatible with Windows 95 and AutoCAD. 152 Mr. Hassell further explained that due to these unforeseen circumstances, the Staff Architect 153 has been without the use of his PC. Since the HACLC has scheduled the NM 3 -11 project to 154 commence in March, the Staff Architect has been allowed to continue with this project from 155 home using his own computer. This situation will delay the release of bids for the NM 3 -11 156 project. The HACLC will reschedule the bids for no later than April 30, 1997. 157 The Board inquired about the price for purchasing a new computer. Mr. Hassell replied that 158 the HACLC would utilize a GSA contract to buy a new computer. There was a lengthy 159 discussion about the current procurement policy and how it relates to the way the HACLC 160 procures equipment without prior board approval. 161 162 163 7 164 165 166 167 168 169 170 171 172 173 174 175 176 177 178 179 180 181 182 183 184 185 186 187 188 189 190 191 192 U p d. Ad Hoc Committee Update Mr. Holguin recapped that on February 12, 1997, the HACLC management staff gave a presentation to the Ad Hoc Committee regarding the Housing Authority's operation. Questions from the committee were addressed throughout the presentation. Upon completion of the presentation, the committee informed the audience that the HACLC Board requested to give their own presentation. The committee also wanted to hear from the HACLC staff on how the City can assist the HACLC. The next meeting is set for March 19, 1997 in which Mr. Bob McLaughlin, Executive Director of the Albuquerque Housing Services (under City government) and Mr. Rick Courtney, Executive Director of T or C Housing Authority (an autonomous PHA) will present their prospective organizations. e. HUD Invitation Mr. Holguin stated that HUD had invited three staff members to attend a meeting on March 10 & 11, 1997 to address "Multi- Cultural Perspectives for Succeeding with Welfare Reform." Robbie Levey, Al Vizcarra and Hope Bueno served as panelists on discussions concerning education, job training, youth development and the Family Self- Sufficiency Program. The Office of Community Relations and Involvement (OCRI) sponsored the meeting and held it at the HUD Headquarters departmental conference room. OCRI is the head office on Welfare reform. Mr. Holguin briefly explained that the meeting would provide an opportunity to engage discussions with key HUD officials, community organizers and residents in order to exchange cross - cultural experiences that may help PHA residents with welfare reform. The meeting would be conducted in two parts. The first part involves program models from around the country that are achieving important results while the second part involves breakout sessions to formulate recommendations to HUD in directing its programs and policies to better assist those impacted by the welfare reform. He concluded that the employees will apprise the Board about the conference at next month's regular meeting. 0 193 f. New Mexico Chapter of NAHRO 194 Mr. Holguin mentioned that NM NAHRO is sponsoring a Section 8 Administrative Plan round 195 table meeting to be held on March 18, 1997, from 10:00 a.m. to 3:00 p.m. at the Socorro 196 Housing Authority Office. Mr. Holguin stated that both Mr. Ruben Trujillo, Section 8 Senior 197 Housing Counselor and himself would like to attend the meeting. The Board encouraged 198 the gentlemen to attend the round table meeting. 199 g. Open Meetings Act training 200 Mr. Holguin stated that Ms. Jeannette Saez, Management Analyst, of the State Attorney 201 General's office informed him that the next Open Meetings Act training is scheduled for 202 Wednesday, March 26, 1997 from 9:00 a.m. to 12 p.m. The public is invited to attend the 203 training. She anticipates the training to be held at City Chambers and will confirm this 204 information. She also mentioned that there is no cost for attending the training. 205 14. Closed Session - a discussion regarding limited personnel matters as well as a 206 discussion regarding Operation Safe Home. 207 208 Chairperson Gutierrez entertained a motion to go into closed session at 7:30 p.m. So moved 209 by Commissioner Ryan. Seconded by Vice Chairperson Williams. Chairperson Gutierrez 210 took a vote for approval: 211 Vice Chairperson Williams voted in favor. 212 Commissioner Ryan voted in favor. 213 Motion carried. 214 Chairperson Gutierrez entertained a motion to reconvene into open session at 9:05 p.m. So 215 moved by Vice Chairperson Williams. Seconded by Commissioner Ryan. Chairperson 216 Gutierrez took a vote for approval: 217 Vice Chairperson Williams voted in favor. 218 Commissioner Ryan voted in favor. 219 Motion carried. 220 During a closed session the Board interviewed one candidate for the Executive Director's 221 position by telephone. They also discussed Operation Safe Home with the Interim Executive 222 Director. At this time no action was taken. 223 9 Ln rWN EJ 224 15. Recommendations and Comments by Board Members. 225 a. Review of the Procurement Policy 226 The Board stated that they would need to review the policy more in -depth and make 227 suggestions for changes and revisions regarding the method that the HACLC utilizes in 228 procuring services, supplies and equipment over a certain dollar amount. 229 rr The Board requested to have an agenda posted for a special meeting on March 15th at 230 9:00 a.m. to interview a candidate for the Executive Director's position. 231 a' Vice Chairperson Williams congratulated and commended the staff for having received a 232 perfect PHMAP score of 100 %. The Board asked Mr. Holguin to convey their appreciation to 233 the employees for a job well done. 234 o° Vice Chairperson Williams noted that Mayor Smith has yet to appoint a fifth member to the 235 Board although a recommendation was made. She also noted that Commissioner Ryan's 236 term will expire at the end of the month. The Board anticipates the mayor making some 237 appointments to the Board in the near future. Otherwise, they may be facing two vacancies 238 instead of one. 239 sw In reference to the Albuquerque HUD office's March newsletter that was included in her 240 board packet, Vice Chairperson Williams commented that she was reading about the welfare 241 reform issue under Section I, General Interest Information. She noted that the newsletter 242 makes mention of something called "HUDCLIPS" and wondered if it could be accessible for 243 the FSS Coordinator since it deals with welfare reform. Mr. Hassell responded that the 244 HACLC has accessibility to HUDCLIPS. Mr. Holguin replied that the newsletter refers to a 245 HUD notice that came out a while back of which the staff has information on already. Under 246 Section III, Resident Initiatives, the Vice Chairperson wondered if the HACLC was going to 247 submit its report concerning home ownership successes. Mr. Holguin replied that the 248 HACLC does not a home ownership program. Under Section IV, Section 8 Program News 249 and Reminders, Vice Chairperson Williams inquired if the HACLC was going to implement 250 the Fair Market Rents (FMR). Mr. Holguin responded that the agency has already done so 251 as of October 1996. 252 ow Vice Chairperson Williams commented that the candidates for the Executive Director's 253 position stated that they would pay their own airfare. She has placed several calls to Ms. H V U 254 Cindy Gorman, Director of the Office of Public Housing to get a confirmation as to whether or 255 not the HACLC can utilize HUD funds to pay for the candidates' travel expenses. The Vice 256 Chairperson said she also called Ms. Barbara Willis, Finance Director of CLC to find out if 257 the city had paid for travel costs incurred by the candidates who applied for the City 258 Manager's job. It is not certain, however, it seems that the CLC may have paid one night's 259 hotel accommodation and two meals. 260 Ms. Hansen replied that to the best of her knowledge HUD funds cannot be used for such 261 expenditures. The Board inquired if the agency had other types of funding in its operating 262 budgets that could be utilized. Mr. Holguin replied that perhaps the monies from the non - 263 HUD assisted units could be expended toward travel costs. 264 or While reading a copy of a memorandum from New Mexico Mortgage Finance Authority 265 ( NMMFA), it talked about the agency's responsibility for administering Low Income Housing 266 Tax Credit Program and allocating such tax credits to eligible low income housing projects. 267 Commissioner Ryan wondered if the HACLC had a Qualified Allocation Plan on hand. 268 Otherwise, one can order a copy from NMMFA as stated in the memorandum. The Board 269 inquired about this plan. Mr. Hassell replied that it is basically NMMFA's overall plan for 270 allocating tax credits. 271 16. Other Business. 272 w Mr. Holguin stated that he and Mr. Hassell met with Jesus Nava, City Manager to present 273 the HACLC's "wish list" of ten items as to how the CLC could be of better service to the 274 HACLC. Mr. Nava and his senior staff will review the list of items to determine which are 275 feasible. Mr. Nava will contact the HACLC at a later date with a response. Mr. Holguin 276 noted that the HACLC requested a memorandum of agreement from the CLC. 277 or Mr. Holguin has yet to receive any feedback from the CLC in regards to the assessment 278 that was done on the Montana property. However, an invoice for a reduced amount was 279 submitted to the HACLC for payment. 280 6w Mr. Holguin stated that he will commence working on the operating budget for FY98. He 281 also mentioned that the employees' health insurance is up for renewal. 282 ow Mr. Holguin pointed out that staff members will be receiving self defense training 283 sponsored by NMSU Police Department on Thursday, March 13, 1997. Then on 284 285 286 287 288 289 290 291 292 293 294 295 296 297 298 299 300 301 302 303 304 305 306 307 308 309 310 311 Wednesday, March 19, 1997, Mr. Critt Coburn from the local Fire Department will train the staff on handling bomb & telephone threats. ow Mr. Holguin stated that he will give an in -depth status report on the Federal Preferences at next month's meeting. 17. Adjournment. Chairperson Gutierrez entertained a motion for adjournment. So moved by Vice Chairperson Williams. Seconded by Commissioner Ryan. Chairperson Gutierrez took a vote for approval: Vice Chairperson Williams voted in favor. Commissioner Ryan voted in favor. Motion carried. Adjournment 9:12 p.m. SEAL APPROVED BY, Lorraine R. Gutierrez, Chairpers SUBMITTED BY, Andr . Holguin, In i xecutive Director 12