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10-14-1999SpecialMtg1 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 MINUTES OF A SPECIAL MEETING OF THE HOUSING AUTHORITY OF THE CITY OF LAS CRUCES BOARD HELD ON OCTOBER 14, 1999 The Board Meeting of the Housing Authority of the City of Las Cruces was held at 10:15 a.m. at 926 S. San Pedro, in the city of Las Cruces, state of New Mexico. fitl:�1L�11 The meeting was called to order by Frances F. Williams Chair MEMBERS: James M. Kadlecek, Vice Chair Trevas Y. Ryan, Commissioner Rita J. Abitz, Commissioner ABSENT: Sylvia I. Chacon, Commissioner (excused) OTHERS: J. L. Wingard, Executive Director Caroline Velarde, Executive Secretary Tom G. Hassell, Mod. /Maint. Manager Blanca Talamantes, Tenant Selection Coord. The Board noted that Commissioner Chacon is attending commissioners' training seminar through NAHRO in Philadelphia, PA. 2. Resolutions to be approved: Resolution No. 672 — A Resolution to Authorize the Execution and Submission of the 1999 Comprehensive Grant program ACC Amendment. Mr. Hassell reported that the HACLC's 1999 Comprehensive Grant Program has been approved for $475,650. HUD mandates a board resolution authorizing the execution of the amendment. Chair Williams entertained the motion to approve Resolution No. 672 as presented. Moved by Vice Chair Kadlecek. Seconded by Commissioner Abitz. All commissioners voted in favor and they carried the motion. Resolution No. 673 — A Resolution to Authorize the purchase of Housing Management/Accounting Software using proceeds from 5(h) Home Sales. Mr. Hassell distributed copies of a chart giving the breakdown of the software modules and services forthe Housing Management/Accounting software offered by ISSI (Information Systems and Services, Inc.) A copy of the contract was also given to the commissioners. Mr. Hassell reported that the software program Visual Homes is designed to run Microsoft Windows, NT, Office 200 and is Y2K compliant. An ISSI representative spent an entire day demonstrating the software package to various staff members. Visual Homes merged with ISSI to provide customize software packages in Windows base operation that is one of the best on the market. Mr. Hassell explained that the Housing Authority locally advertised to purchase a customized software package, however, no one responded to the ad. ISSI's proposed purchase price of $85,025.00 includes software, training, installation, data conversion, support/upgrades, and required minimal hardware. The software package is expected to last at least ten years. The commissioners had a lengthy discussion about the type of information -1- 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 v v that can be generated using Visual Homes and the stringent license restrictions pursuant to the contract. Mr. Hassell noted that ISSI would have staff support available to answer technical questions that the Housing Authority may have. In addition, if the program has "bugs" Visual Homes will address them. They also discussed the type of funds to pay for this software package. Vice Chair Kadlecek suggested, the HACLC attorneys review the contract. He also recommended amending the resolution to reflect that 1999 CGP, management improvement funds as well as additional funds from sources to be determined at a later date will be utilized to purchase Visual Homes. Chair Williams entertained a motion to approve Resolution No. 673 as amended. Moved by Vice Chair Kadlecek. Seconded by Commissioner Ryan. All commissioners voted in favor and they carried the motion. Resolution No. 674 — A Resolution Amending the Bylaws of the Housing Authority of the City of Las Cruces. Mr. Wingard stated that the HACLC bylaws need to be amended to comply with HUD budgetary submission requirements as previously mentioned by Ms. Hansen at the September board meeting. HUD requires that PHAs submit their operating budgets no later than March 31. Resolution No. 674 refers to the bylaw amendments for Article 5: Meetings — Section Three Strategic Planning Meeting and Articles 6: Audit and Budget — Section Three Annual Budget. The Strategic meeting annually held in April will now be scheduled for January. As for the proposed budget approval, it shall be presented to the Board at or before the regular February meeting. Chair Williams entertained a motion to approve Resolution No. 674 as presented. Moved by Commissioner Abitz. Seconded by Commissioner Ryan. All commissioners voted in favor and they carried the motion. Resolution No. 675 — A Resolution to incorporate local tenant selection preferences to the Section 8 Rental Assistance Program. Ms. Talamantes explained in following the Quality Housing and Work Responsibility Act of 1998, the Housing Authority would like to implement local preferences and to amend the Section 8 Administrative Plan establishing these preferences for the Section 8 Rental Assistance Program. Th local preferences are as follows: A. 75% of available subsidy shall be provided families at or below 30% of area media income (AMI), and not currently receiving subsidized housing. B. Victims of domestic abuse as certified by an objective third party agency or professional and not residing at the address where the abuse occurred. C. Eligible families displaced by governmental action or whose dwelling has extensively damaged or destroyed as a result of a disaster declared or otherwise f( recognized pursuant to Federal disaster relief laws. D. All other eligible applicants. Ms. Talamantes further explained that based on the above mentioned preferences, all families in category A will be offered assistance before any families in category B, and category B families will be offered assistance before any families in category C, and so forth. Chair Williams -2- 1 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 J entertained a motion to approve Resolution No. 675 as presented. Moved by Commissioner Ryan. Seconded by Commissioner Abitz. All commissioners voted in favor and they carried the motion. 3. New Business • Chair Williams mentioned that she has yet to sign the corrected promissory note regarding HACLC properties and inquired about the status. Mr. Wrngard replied former Housing Authority attorney, Sam Aguirre has received approval from the CLC and will go back to the title company. 4. Adjournment Chair Williams adjourned the meeting at 11:15 a.m. SEAL pF THE oN NEW MEXICO`i f y Owl_ ' \ fC` SUBMITTED BY, . L. Winaard, Executive Virector -3- APPROVED BY, Z 4 7' r rances F. 4rlil. Chairman