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09-21-19991 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 C` P7 MINUTES OF A REGULAR MEETING OF THE HOUSING AUTHORITY OF THE CITY OF LAS CRUCES BOARD HELD ON SEPTEMBER 21, 1999 The Board Meeting of the Housing Authority of the City of Las Cruces was held at 5:10 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 Frances F. William's, Chair MEMBERS: James M. Kadlecek, Vice Chair Trevas Y. Ryan, Commissioner Rita J. Abitz, Commissioner Sylvia I. Chac6n, Commissioner OTHERS: J. L. Wingard, Executive Director Caroline Velarde, Executive Secretary Andrew T. Holguin, Deputy Director Sharon Hansen, Accountant Tom G. Hassell, Mod. /Maint. Manager Robbie R. Levey, Administrative Officer Blanca Talamantes, Tenant Selection Coord. Al Vizcarra, Community Activities Coordinator W. R. Babington, Jr., Esq., Holt & Babington C. R. Martin, Esq., Holt & Babington Pablo Montoya, private citizen 2. Public Participation Mr. Montoya approached the Board of Commissioners about an elderly man who is visually impaired. The elderly man walks through the vicinity of S. San Pedro and Arizona streets on a daily basis. Mr. Montoya's concern is that there are no sidewalks accessible for the elderly gentleman to walk on. Mr. Montoya wanted to know if the Board of Commissioners could find out if anything can be done to install sidewalks. Chair Williams assured Mr. Montoya that the HACLC would look into the responsibility (CLC or HACLC), the feasibility and expense to install sidewalks. 3. Approval of the Minutes for a Special Meeting held on September 14, 1999. 4. Approval of the Minutes for a Regular Meeting held on August 17, 1999. The September minutes mention in part that the Housing Authority would like to establish partnerships with other entities such as the Boys and Girls Club that offers a variety of sports activities for boys and girls. This would allow the Housing Authority's Community Activities Program staff to focus their attention principally in matters of education and truancy. Commissioner Chacon asked if transportation would pose a problem. Mr. Wingard replied the HACLC is researching the possibility of buying or leasing multi - passenger vehicles (vans). The existing HACLC vans are in average condition considering that they are driven on a regular basis to various events scheduled by the CAP staff. Chair Williams entertained a motion to approve the September and August minutes. Moved by Vice Chair Kadlecek. Seconded by Commissioner Abitz. All commissioners voted in favor and they carried the motion. So 2 3 4 5 6 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 V 0 5. Presentation of Financial Reports by Executive Director. Mr. Wingard commented that expenditures are at a significant level. The Board mentioned that any changes and /or revisions to the approved operating budget should be made in the form of an amendment. Effective July 1, the Housing Authority will be billing the CLC for office space for the two HOME Rehab. staff persons. The commissioners reviewed the budget summary and noted that it includes only the operating programs. Ms. Hansen stated that she was still working on the budget summary format with the assistance of Mr. Hassell. She noted that there is a problem with the spreadsheet overriding the formulas. As for Section 8, the Existing and Voucher programs are being combined. Ms. Hansen pointed out that HUD has enforced the March 31 deadline for operating budget submission for all housing authorities. This means that the commissioners will need to change the date of their strategic meeting to an earlier time in order to have time to approve the budget by February and submitted to HUD by March. Ms. Hansen mentioned that Norwest Bank performed an analysis of the HACLC's general fund account t determine what investment strategies would benefit the Housing Authority in order to maximize interest earnings. The Board requested Norwest to do a presentation at the November meeting. As for the audit report, there were no findings only a few advisory comments. Mr. Wingard pointed out that former HACLC Attorney, Sam Aguirre was handling three cases involving former tenants who had not reported all of their income. The cases have since been referred to the Housing Authority's current solicitors, Holt & Babington to implement the collection process. 6. i. Resolution No. 669 — A Resolution to Approve and Certify the 1996, 1997, and 1998 Comprehensive Grant Program's Performance and Evaluation Reports. Mr. Hassell explained that these reports are required on an annual to inform HUD where HACLC stands in terms of the CGP budget plan and implementation. They cover the period July 1, 1998 to June 30, 1999. They are due at the HUD office by September 30, 1999. Chair Williams entertained a motion to approve Resolution No. 669 as presented. Moved by Vice Chai Kadlecek. Seconded by Commissioner Ryan. All commissioners voted in favor and they carried thi motion. ii. Resolution No. 670 - A Resolution Revising the Section 5(h) Home Ownership Plan to convert conventional housing development NM3-6, NM3 -9 and NM3 -10 from rental to ownership. Mr. Holguin reported that the HACLC intends to convert 92 conventional scattered -sites homes from rental to ownership. This would comply with the Housing Authority's five -year plan to sell these units. A copy of the plan was included in the board packet for board review. The Authority is looking at converting these units with minimal rehabilitation required. The current tenants will have the first opportunity to purchase the dwellings if they meet the qualifications. Chair Williams entertained a motion to approve Resolution No. 670 as presented. Moved by Commissioner Abitz. Seconded by Commissioner Ryan. All commissioners voted in favor and they carried the motion. -2- 2 3 4 5 6 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 V O iii. Resolution No. 671 — A Resolution Authorizing the Acquisition of 3+ acres for $195,000 on Montana Avenue utilizing a portion of the sales proceeds of $443,912.66 from the Section 5(h) HOME Choice Home Ownership program (minus the $90,000 committed to MSV, LLC). Mr. Wingard reported that the HACLC has not received favorable offers from potential buyers for the Fairway property. In order to take advantage of the parcels for sale on Montana Avenue, he is proposing to use money made from the Section 5(h) HOME Choice program to purchase these lots. Chair Williams entertained the motion to approve Resolution No. 671 as presented. Moved by Commissioner Ryan. Seconded by Commissioner Chacon. All commissioners voted in favor and they carried the motion. 7. Written Staff Reports to include Action Items. No action items were presented to the Board. b. Administrative Officer Ms. Levey reported that Mrs. Williams of Professional Excellence will provide a two -hour sexual harassment training to the HACLC employees on October 4 in two groups. The Board requested to have an Open House for the Housing Authority since the office renovation is completed. Chair Williams entertained a motion to have an Open House for the HACLC. Moved by Vice Chair Kadlecek. Seconded by Commissioner Charon. All commissioners voted in favor and they carried the motion. Mr. Wingard suggested to wait for the lobby furniture to arrive before scheduling an open house. He also mentioned acquiring pictures of old Las Cruces to display on the lobby walls. Chair Williams commented that she will call the photo lab at White Sands Missile Range to see about getting some pictures from them. c. Community Activities Coordinator Mr. Vizcarra reported that coloring books and crayons are being fumished to children at the front office of the Housing Authority. The coloring books contain anti -drug and anti -gang messages. Commissioner Chacon asked if it was possible to display some of the trophies won by the HACLC youth in various sports events at the front office for public viewing. Mr. Wingard replied that staff would look into this possibility. It would be a matter of space availability. Mr. Vizcarra also reported that the Community Activities Program was awarded the Healthier Communities mini -grant worth $2100 from the New Mexico Department of Health. A flyer will be distributed to all HACLC residents interested in quitting smoking. A support group will be formed to assist these residents in their endeavor. A walking program will be established and Health Educators will provide information. d. Deputy Director The commissioners noted that Mr. Holguin's report indicated that there were 27 proposed evictions. Mr. Holguin explained that eviction letters were distributed to residences that had not pay the rent a were facing the consequences of eviction. The letters were effective because no actual evictions took place. 511 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 U J Mr. Holguin reported that the RTC units are located north of town surrounded by neglected and aged mobile home parks, which makes renting the RTC units difficult. In addition, the units are not in close proximity to bus routes, schools, parks, stores, etc. Advertisements on the property run through the Las Cruces Sun News, the Dandy Dime and the HACLC's Section 8 Landlord listing. The Housing Authority will look into how much equity it will take to prepare the two- bedroom duplex units for home ownership. Mr. Holguin also reported that the on -site managers are having trouble with the electronic transmission of computer data to the main server located in the HACLC administration office. The slow transmission of data puts a burden on their daily work activities. The Housing Authority is in the process of acquiring a new software package that will allow uploading and downloading on a daily basis. The commissioners inquired about their on -site presence at the housing developments. Mr. Holguin replied that the presence is welcome among the residents. The Board noted that Mr. Holguin is looking into purchasing some portable buildings for maintenance storage purposes and signs for the housing developments and they expressed concern. Mr. Holguin explained that small maintenance items will be kept in the storage units and inventory records will be retained. The signs will be made of metal and lexon plastic and be vandal proof. Lastly, Mr. Holguin mentioned the residents were requesting educational classes similar to the ones provided by NuevaLight at the Taylor Center. They would prefer to have the classes located in their neighborhood and in the evening when they get out of work. Another class that they unanimously requested was CPR training in which Al Vizcarra is attempting to acquire the service. e. Modernization /Maintenance Manager Mr. Hassell reported that the DACHA is eligible to receive $56,853.00 in CIAP funding (Comprehensive Improvement Assistance Program) on a non - competitive basis. The deadline for submission of the application was August 26, 1999. The Authority received approval from HUD to submit an application through an extension of the deadline. The application will be prepared and submitted to HUD the week of September 20 and a resolution from the County Commission will follol after September 28. The funds will be used to rehabilitate 26 conventional housing units located in Anthony, NM, will then be placed under the Homeownership program for sale to prospective, eligible h9ome buyers. Mr. Hassell also reported that the Construction Superintendent in charge of NM Works trainees has outsourced unit cleaning to "The Clean Up Crew" from El Paso, TX. This will allow the trainees to concentrate on training related unit repairs. The Modernization/Maintenance Department has been successful at recruiting various local contractors who can be utilized to supplement the trainees and HACLC maintenance employees in unit preparation in an expeditious manner. They are also in the process of developing a pre- approved vendors list that will greatly reduce the amount time necessary to purchase materials and services. 9. Executive Session — None. 10. New Business —None. 11. Median Questions — no media presence at the meeting. 12. Adjournment — Chair Williams adjourned the meeting at 7:20 p.m. SI 1 2 4 6 7 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 U J SEAL APPROVED BY, •SEAL. �r a ' Frances F. Wil am's, Chairman NEW MEXICO 1961 7 SUBMITTED BY, C v I Z— �L- � JA. W ngard, Executi4 16irector -5-