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07-20-1999 1 MINUTES OF A REGULAR MEETING OF 2 THE HOUSING AUTHORITY OF THE CITY 3 OF LAS CRUCES BOARD HELD ON 4 JULY 20, 1999 5 6 The Board Meeting of the Housing Authority of the City of Las Cruces was held at 5:10 p.m. 7 at 926 S. San Pedro, in the City of Las Cruces, state of New Mexico. 8 9 1. Roll Call. 10 11 The meeting was called to order by James M. Kadlecek, Vice Chair 12 13 MEMBERS: Trevas Y. Ryan, Commissioner 14 Rita J. Abitz, Commissioner 15 Sylvia I. Chacon, Commissioner 16 17 ABSENT: Frances F. Williams, Chair (excused) 18 19 OTHERS: J. L. Wingard, Executive Director 20 Sam Aguirre, HACLC Attorney 21 Caroline Velarde, Executive Secretary 22 Andrew T. Holguin, Deputy Director 23 Sharon Hansen, Accountant 24 Tom Hassell, Mod. /Maint. Manager 25 Robbie Levey, Administrative Officer 26 Joe Saldana, Asst. Comm. Act. Coord. 27 Azul La Luz, NuevaLight Enterprises 28 Meredith Martin, NuevaLight Enterprises 29 Patricia Vargas, NuevaLight Enterprises 30 Maria Ceballos, graduate of NE 31 Jack King, Sun-News reporter 32 33 2. Public Participation 34 35 NuevaLight Enterprises presentation — Mr. Azul La Luz 36 37 Mr. La Luz stated that NuevaLight Enterprises was awarded the bid to manage the HACLC's 38 Tenant Opportunities Program (TOP grant) at its 791 Taylor center. Mr. La Luz, along with 39 Meredith Martin, Patricia Vargas and Ofelia Quinones are providing a seven week training 40 program that consists of life skills, personal finance, computer literacy courses, health 41 awareness and child care training. They had approximately ten students enrolled in the 42 program and briefly detailed what had been conducted. Graduation ceremonies were 43 celebrated on Sunday, July 18 at Young Park. Maria Ceballos is a graduate of the program 44 and former president of the Taylor Resident Council. Mrs. Ceballos related how wonderful 45 NuevaLight Enterprises has been with its training program. She is in the process of getting a 46 state certificate for childcare but would really like to obtain a state's license. Mrs. Ceballos 47 said that she is grateful for what the HACLC has done for the Resident Council and 48 encouraged the Board and the Authority to continue its efforts of support. 49 50 -1- 1 Mr. La Luz mentioned that election of officers for the Taylor Resident Council would be held 2 Saturday, July 24. He pointed out that these members can also serve on other resident 3 councils. A discussion followed in which Mr. Wingard said he will meet with Mr. La Luz about 4 giving the resident councils responsibility to administer micro-loan funds to eligible working 5 residents that will help them with transportation, childcare costs and clothes for work. They 6 will also talk about security and maintenance issues. The commissioners were impressed 7 with the progress that NuevaLight Enterprises has made thus far. 8 9 3. Approval of the minutes for a regular meeting held on June 15, 1999. 10 11 Vice Chair Kadlecek entertained a motion to approve the June 15, minutes as presented. 12 Moved by Commissioner Abitz. Seconded by Commissioner Ryan. All commissioners voted 13 in favor and they carried the motion. 14 15 4. Presentation of financial reports by Executive Director. 16 17 Mr. Wingard stated that the HACLC might have a deficit of approximately $68,000, an 18 outcome of cost overruns for the office expansion. The Authority has reserve funds that can 19 be applied to cover the deficit. They briefly reviewed the current budget amounts for the 20 RTC property, Montana property, and the Section 8 New Construction program. 21 22 Mr. Wingard briefly explained that the HACLC receives funding for housing assistance 23 payments (HAP) from HUD to help subsidize the residents' rents. If the HAP funding is not 24 fully spent per HUD guidelines, then the HACLC will have to send the excess back to HUD. 25 26 Ms. Hansen mentioned that Section 8 certificates are expiring and are being converted into 27 vouchers. Vice Chair Kadlecek asked if she anticipates any audit findings for the current 28 year. Ms. Hansen replied that it is always a possibility to have findings. The change and 29 revisions of the procurement policy because of Resolution No. 662 may draw comments from 30 the auditors. However, she is not certain if there will be any audit findings until the auditors 31 complete their audit. She pointed out that her department has started the GAAP conversion. 32 They are also in the process of conducting their annual physical inventory. 33 34 They also reviewed the grant funding and discussed the expenditures made with the money. 35 The Board requested to have a work session scheduled within the next 30 to 60 days to 36 discuss the application of grant funding and expenditures. 37 38 5. Resolutions to be approved. 39 40 i. Resolution No. 660 - A Resolution Approving the Memorandum of Understanding 41 between the Las Cruces Public Schools and the Housing. 42 43 This resolution was tabled from the June board meeting. Mr. Wingard stated that the memorandum of 44 understanding will enable the Housing Authority to use an LCPS program for labor assistance in the 45 exterior renovation (i.e., landscaping and painting) have scattered site structures for homeownership 46 activity. He will be coordinating efforts with Mr. George W. Duran, Social Worker of the Special 47 Education Department when the fall semester begins. Vice Chair Kadlecek entertained, a motion to 48 approve Resolution No. 660 as presented. Moved by Commissioner Chacon. Seconded by 49 Commissioner Ryan. All commissioners voted in favor and they carried the motion. 50 -2- 1 ii. Resolution No. 662—A Resolution Approving the Amendment of the HACLC 2 Procurement Policy to recognize purchases of$1,000.00 or less as small 3 purchases requiring only receipts for documentation and approving the 4 establishment of a prequalified vendor listing to utilize instead of obtaining 5 three quotes for each purchase in excess of$1,000.00 but less than $5,000.00. 6 7 Mr. Wingard reported that this resolution will enable the staff to purchase materials and 8 services more expeditiously. The HACLC's current procurement policy contains self-imposed 9 restrictions that make it difficult for managers and property managers to purchase materials. 10 A more flexible and responsive policy is in order. They will develop a vendor's list similar to 11 the CLC's. He assured them that the Housing Authority will be sensitive to the Accounting 12 Department's concerns regarding auditors and possible findings. Vice Chair Kadlecek 13 entertained a motion to approve Resolution No. 662 as presented. Moved by Commissioner 14 Ryan. Seconded by Commissioner Chacon. All commissioners voted in favor and they 15 carried the motion. 16 17 iii. Resolution No. 663-A Board Resolution Approving Comprehensive 18 Plan or Annual Statement-Comprehensive Grant Program (CGP). 19 20 Mr. Wingard stated that a HUD formatted resolution is required to approve the HACLC's 21 submission of the Comprehensive (modernization) plan. Normally, this resolution would 22 accompany the submission plan, however, since the board meeting was going to be held 23 after the deadline, the Albuquerque HUD office expressed permission to have the plan 24 submitted without the resolution until such time it would be approved. Vice Chair Kadlecek 25 entertained a motion to approve Resolution No. 663. Moved by Commissioner Abitz. 26 Seconded by Commissioner Ryan. All commissioners voted in favor and they carried the 27 motion. 28 29 iv. Resolution No. 664-A Resolution Authorizing the Sale of Low Income 30 Housing Tax Credits. 31 V. Resolution No. 665-A Resolution Authorizing an Interim Construction 32 Loan with Wells Fargo Bank. 33 vi. Resolution No. 667-A Resolution Authorizing and Approving the 34 Execution of Instruments in connection wit the closing of the tax credit 35 transaction with the Enterprise Social Investment Corporation. 36 37 Mr. Aguirre explained that the Enterprise Social Investment Corporation has agreed to 38 purchase the low-income housing tax credits allocated for Montana Senior Village. In 39 addition, Wells Fargo Bank has committed to provide interim construction financing for the 40 project. Before these transactions can close, it is necessary to formally approve the 41 transactions. Also, numerous documents will need to be executed and/or furnished in 42 connection with the closings customary tax credit purchaser and back lender "due diligence" 43 requirements. Thus, authority must be given to the Executive Director and any other 44 appropriate agents to sign any items which will require a signature. The closing will be 45 supervised by General Counsel (Mr. Aguirre). Mr. Aguirre obtained approval of the purchaser 46 and lender as to the necessary contents and format of each of the resolutions. He pointed 47 out that action is necessary at this meeting in order to meet the closing deadline of July 30, 48 1999. Vice Chair Kadlecek entertained, a motion to approve Resolutions Nos. 664, 665 and 49 667 as presented. Moved by Commissioner Abitz. Seconded by Commissioner Chacon. All 50 commissioners voted in favor and they carried the motion. -3- 1 6. Written reports to include Action Items. (No action items came before the Board.) 2 3 Administrative Officer 4 5 Ms. Levey reported that the results of the Salary Comparability Survey have been calculated 6 and reviewed with Mr. Wingard. She is currently working on salary ranges and will bring this 7 information to the commissioners at the August meeting for their recommendations. Ms. 8 Levey mentioned that the current job announcements are being advertised in the 9 newspapers. She also reported that fifteen NM Works Project welfare recipients are 10 employed as Laborer Trainees with the Modem ization/Mai ntenance Department. Five of 11 these participants are HACLC residents. Ms. Levey pointed out that she attempted to get 12 three media releases submitted to the local newspapers regarding an employee, a board 13 member and the community service recipient. The Las Cruces Bulletin printed the article on 14 the community service recipient. 15 16 Deputy Director/Housing Manager 17 18 In reference to the HOME Choice program, Mr. Holguin reported that there are 18 homes 19 committed and 1 unit remaining, a 2 bedroom on Chaparro Street. The Housing Authority 20 has sold two more homes, the 1609 and 1613 Winton Circle, which was two of its higher 21 priced homes at$82,000.00 apiece. Three homes have been sold to date. 22 23 He also reported working on revising the HACLC's home ownership plan to reflect its new 24 goal on selling 20 of the existing Conventional Acquisition units. The plan should be 25 available for Board review by next the meeting. 26 27 7. Incidental Reports. 28 29 Copies of the CDBG's HOME Rehab. Report, personnel report and Housing Insights 30 Newsletter were included in the board packets. 31 32 8. New Business 33 34 . Vice Chair Kadlecek and Commissioner Ryan stated that they would be present at the 35 August meeting after all. 36 37 • The commissioners wondered if Mr. Berroteran's concerns about the lack of handicap 38 accessibility at the Bon Burt and Burley Court streets intersecting Idaho Avenue have 39 been addressed. It appears that the CLC has taken care of this matter. 40 41 . The Board requested that the list of specific and ongoing goals be included in the board 42 packets from now on. 43 44 9. Media Questions. 45 46 Sun-News reporter Jack King requested a copy of the cooperation agreement between the 47 Housing Authority and the County Housing Authority. For clarification purposes, Mr. King 48 asked brief questions about the cooperation agreement between the two Housing 49 Authorities, the HACLC's home ownership program, the status of Montana Senior Village low 50 income housing tax credit project, the memorandum of understanding between the HACLC and LCPS and about NuevaLight Enterprises. -4- j 1 10. Adjoumment 2 3 Vice Chair Kadlecek adjourned the meeting at 7:15 p.m. 4 5 S ' n APROVED BY, 7 p� 8 jM S r 9 a : 10 :. NEW ME;<!�0 t 4Ct Frances F. airman 12. '• °y 13 14 SUBMITTED BY, 15 16 p` 17 18 L--•, �__ � 19 JL. W Bard, txecutive ,irector 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 -5-