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02-11-199738 39 40 i 41 42 43 44 45 z 46 47 48 V U MINUTES OF A REGULAR MEETING OF THE HOUSING AUTHORITY OF THE CITY OF LAS CRUCES BOARD HELD ON FEBRUARY 11, 1997 The Board Meeting of the Housing Authority of the City of Las Cruces was held at 6:30 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 Dep. Dir /Mod. Mgr. Al Vizcarra, Community Activities Coord. * 2. Approval of the Minutes for a Regular Meeting held on January 14, 1997. * 3. Approval of Payments for January 1997. * 4. Financial reports for the period ending December 31, 1996. * 5. Vacancy /Eviction /Personnel and Maintenance report for January 1997. * 6. Resolution No. 572 - A Resolution Approving an Amendment to the By -laws of the Housing Authority of the City of Las Cruces. Chairperson Gutierrez entertained a motion to approve the above consent agenda. Vice hairperson Williams and Commissioner Ryan had several questions regarding item 3 about various payments that were already made. The payments in question ranged from pages 14 to 61. Mr. Holguin gave justification for the various payments regarding relocation costs, training, insurance, computer equipment, filing fees, basketball jerseys, and tobacco compliance checks. Chairperson Gutierrez entertained a motion to approve the above consent agenda. 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. * consent agenda 1 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 r 76 77 78 U U 7. Public Participation. No public participation took place. 8. Interim Executive Director's Report. a. Neighborhood Networks Plan Mr. Holguin stated that Mrs: Lucy Lucero of the Albuquerque HUD office under the Multifamily Housing Program (Section 8 New Construction - Valley Drive and Burley Court housing neighborhoods), reviews the grants that are available to the HACLC through the said program. He explained that when the HACLC applied for the Drug Elimination Program under Multifamily Housing (MH), the agency did not score high in the area described as the Neighborhood Networks (NN). The NN is a community -based voluntary and comprehensive approach to establishing computer learning in the multifamily (Valley Drive) development. The NN computer learning center will give residents access to job skills training, formal education and community services leading to opportunities for employment, and telecommunicating. It was explained to Mrs. Lucero that the HACLC basically had most of the NN services in place at the Valley Drive community center. Mr. Holguin further stated that it is the HACLC's belief that it can implement the NN plan, therefore, several computers were purchased through the 1995 Multifamily Drug Elimination Grant to develop the plan. The HACLC will continue to pursue this endeavor through its Community Activities Program. Mrs. Lucero expressed her wishes to have a rand opening dedicating the NN plan in March 1997. Mr. Holguin pointed out that by providing the NN plan, there is a possibility of receiving extra revenues by raising the gross rent (funding by HUD) and to set aside a unit/home for the use of the plan without losing the unit's subsidy. b. Las Cruces Museum of Natural History - Web Journey Project Mr. Holguin stated that the HACLC in collaboration with the Las Cruces Museum of Natural History, was awarded a grant to encourage its children to develop their computer skills. The project will focus on teenage children assisting them with the Internet, and developing their writing skills by producing articles through the museum's newspaper. The after school activity will be located at the Mesilla Valley Mall beginning February 10, 1997, with approximately 30 students participating. K v v 79 C. NM 3 -11 - NEW CONSTRUCTION: Appeal of Zoning Decision 80 1103 -1117 Chaparro Avenue 81 Mr. Holguin briefly reiterated last month's discussion regarding this topic and informed 82 the Board that the appeal was presented to the City Council at their regular meeting on 83 February 3, 1997. The HACLC made it very clear that regardless of the outcome of the 84 appeal, the agency could legally build eight stand alone housing units and it would carry 85 through with this option, although it was less desirable to the agency and would be less 86 desirable to all parties concerned. 87 The HACLC made it very clear that based on its mission, it could not allow NIMBY (Not 88 In My Back Yard) to become a detriment to its clientele and suggested that the CLC 89 should be aware of NIMBY and support the HACLC in curbing NIMBY so that it would 90 not become an impediment to fair housing. The HACLC also pointed out the fact that the 91 P &Z Commission of the Town of Hatch had recently been successfully litigated against 92 in a case very similar to this one and were held liable for damages in excess of 93 $266,000. The HACLC Architect made a presentation comparing its original proposal for 94 two quadraplex units totaling eight units and the less desirable option of eight stand 95 , alone units. The City Council unanimously upheld the HACLC's appeal and allowed the 96 zone change from R -1 to R -2C, the "C" standing for conditional. The conditions imposed 97 by the Council were that the HACLC construct the units within two years of the change in 98 z ning and that it build no more than eight single story units on the property. 99 d. Montana Property Assessment 100 Mr. Holguin explained that on January 4, 1997, the HACLC received an invoice from the 101 City of Las Cruces relating to a special assessment for road work at the Montana 102 Avenue apartment complex. The invoice was in the amount of $976.26 and included a 103 previous balance, previous interest, previous penalty, assessment charge, current 104 interest due and current penalty due. The work performed included the paving of the 105 street and the installation of a storm drain. The amount of the assessment due is 106 $8,681.83 for paving and $4,859.00 for the storm drain for a total of $13,540.83. 107 The assessment can be paid as a lump sum, in semi - annual installments or on a monthly 108 installment basis. 109 3 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 U V Mr. Holguin went on to explain that the HACLC may have recourse in that the CLC never informed the agency that a public assessment hearing was held on November 15, 1995 at which time it would have had the opportunity to protest the assessment. At the request of Vice Chairperson Williams, a letter was sent to Mr. Jim Erickson, Acting City Manager in attempts to have the CLC forego the assessment since the HACLC was not legally notified of the public hearing which would have informed the agency of the circumstances of the assessment and the chance to protest the assessment. e. Ad Hoc Committee Update Mr. Holguin stated that Mr. Mike Varela, Executive Director of the Santa Fe Civic Housing Authority ( SFCHA) and Mrs. Carmella Herrera of the Albuquerque HUD office represented their prospective organizations at the Ad Hoc Committee meeting on January 29, 1997. Mr. Varela briefed the committee and the public of the SFCHA's non - profit status. Essentially, a non - profit status gives a Housing Authority the right to sell and purchase property without the City's approval. The SFCHA has the opportunity to apply for grants offered by private foundations that are otherwise restricted from PHAs. The SFCHA is consider autonomous even though the Santa Fe mayor appoints the board members. The autonomy also lessens the potential political interference. The Clovis Housing Authority is the only other non - profit PHA. M . Varela credited his Board Members for their trust in him on decision making and that he would seek their guidance and approval when appropriate. Mr. Varela also credited his well educated and knowledgeable staff for their success. Mr. Varela noted that one major question that the Ad Hoc Committee should address is how much confidence does City have in its Housing Board and Executive Director? In conclusion, if the committee should decide to place the HACLC under the City, it should be considered to be a department instead of a division. As a department, the Executive Director would be able to address the needs of the Authority directly to the City manager thus avoiding layers of politics under a division status. Mrs. Herrera informed the committee of its excellent relationship with the HACLC. She considers the HACLC to be one of the best housing authorities in the state and it was 4 v v 140 evident through the agency's PHMAP score (100 %) and its truancy policy which she 141 pointed out is up for a national award from the HUD office in Washington, D.C. Mrs. 142 Herrera explained that the HACLC has the potential for continued growth by drawing into 143 the home ownership program. She envisions the agency's growth in becoming a more 144 self- sustaining PHA. Mrs. Herrera has witnessed other PHAs similar in size to the 145 HACLC become departmental /fragmented when under the city's control thus not serving 146 the residents to the program's potential. 147 Mr. Holguin noted that the next Ad Hoc Committee meeting is scheduled for Wednesday, 148 February 12, 1997, at 5:15 pm, at Branigan Memorial Library, in the Pearl Higgins room 149 on the second floor, at 200 E. Picacho St. The agenda for that meeting will involve a 150 HACLC staff presentation. 151 f. Community Development Block Grant Application 152 Mr. Holguin stated that the HACLC is applying for a CDBG grant regarding the Truant 153 Officer position which will continue forth with the HACLC's mission to reduce the school 154 drop -out rate. 155 g. HACLC Goals 156 11 Mr. Holguin mentioned the following upcoming goals: 157 0 Suggestion Program - this will be reviewed and developed by the staff in the near 158 future. 159 160 Awards Banquet - it was recommended that this goal be held towards the end of 161 the year when the job standards are developed. It is the HACLC'S belief that the 162 banquet should honor housing residences, community collaborators, employees 163 and landlords alike. The Board recommended that the banquet be held on 164 October 18, 1997. 165 166 Update Policies - the staff is working on updating the HACLC's Maintenance 167 policy and procedures and the schedule of charges. They are also reviewing the 168 Admissions and Occupancy Policy. The present focus is on the "One Strike Your 169 Out" policy where drug and criminal activity is not tolerated. If a resident is 170 violating this provision he /she is automatically evicted from public housing. 171 172 Mr. Holguin explained that the HACLC is also considering repealing the federal 173 preferences outlined by HUD notice and retaining its local preferences of medical 174 emergency, veteran status, local resident, and the working family. He pointed out 175 that the working family gives preference to applicants who are working or seeking 176 a higher education or a combination of both. The Head of household or spouse 177 will also receive this preference if they are able to validate that he /she is unable to 178 work or continue their education (i.e. elderly, disabled). 179 180 Resident Council - Mr. Holguin explained that on November 15, 1996, the 181 residents in the NM 3 -2 neighborhood were briefed on the purpose of creating a 182 resident council which would enrich their lives as they strive to become self- 183 sufficient and how to seek the opportunities such as the TOP grant, fund raisers, 184 etcetera. On February 6, 1997, with the assistance of the New Mexico Statewide 185 Resident Organization ( NMSRO), a resident council was established representing 186 the NM 3 -2 housing neighborhood. The Resident Council consists of a president, 187 vice- president, secretary and a treasurer. A copy of a model "Corporate Articles 188 and By -laws" were provided for the Council's review. The NMSRO will return on 189 February 17, 1997, to answer any questions the Council might have and assist 190 them in filing the Corporate Articles with the State of New Mexico. 191 192 h. Accounting Quarterly Audit 193 Mr. Holguin stated that the HACLC's quarterly audit ending December 31, 1996 was 194 conducted and reported. Mr. Art Trujillo and his staff conducted the audit focusing on 195 the RTC complex situated at Richard and Terry Drive. The 34 unit complex rated an 196 "EXCELLENT" based upon good apartment administration and management, and 197 accurate accounting and reporting. No exceptions or weakness concerning internal 198 controls were noted. 199 i. City Audit 200 Mr. Holguin mentioned that the City audit which includes the HACLC under the "Single 201 Audit Act' is in print and soon to be released. A question came about as to how the City 202 determines the charge on the HACLC's portion of the audit. Ms. Hansen, Accountant, 203 , contacted the CLC's Finance Director, Ms. Barbara Willis, who sent a letter stating that 204 the auditors, Kriegal & Company, Ltd., reported 170 hours billable to the HACLC which 205 totaled $6,750.00. Mr. Holguin pointed out that the dollar amount is consistent with prior 206 :ars'billings. 207 Closed Session - discussion regarding limited personnel matters. 208 The Board did not go into closed session. 209 10. Recommendations and Comments by Board Members. 210 * Commissioner Ryan commented that her term as commissioner will expire at the end 211 of March and expressed her interest in reapplying for the position. 212 * The Board reiterated their plans to attend the Open Meetings Act training in March 213 which will be sponsored by the State Attorney General's office and held in Las Cruces. 214 * The Board noted their preference to have an attorney such as Ms. Mary T. Torres 215 present during board meetings and to be contacted as general counsel. Mr. Holguin 216 pointed out that the procurement policy would need to be adhered to by requiring the 217 HACLC to obtain three quotes from local attorneys for legal services. G I 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 c v 11. Other Business. * Mr. Holguin noted that Mrs. Carmella Herrera of the Albuquerque HUD office reviewed the Community Activities Program on January 29, 1997. Also discussed at that time, was the progress of the NM3 =11 project, the expansion of the HACLC office, the truancy policy, the PHMAP, home ownership and the Ad Hoc committee meeting. Mr. Holguin mentioned that National NAHRO has scheduled its legislative conference from March 19th to the 21 st in Washington, D.C. This was discussed briefly and it was not certain if the commissioners were planning to attend the conference which would include a two -day commissioner training on March 21 st and 22nd. 12. 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 10:05 p.m. SEAL;•,; ............ ,. 16 TM SUBMITTED BY, APPROVED BY, Lorraine R. Gutierrez, Chairperso Andrew-T. 14611gdn, IntelfMTR#eutive Director 7 7