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05-25-1999SpecialMtg I MINUTES OF A SPECIAL MEETING OF 2 THE HOUSING AUTHORITY OF THE CITY 3 OF LAS CRUCES BOARD HELD ON 4 MAY 25, 1999 5 6 The Board Meeting of the Housing Authority of the-City of Las Cruces was held at 5:15 p.m. at 926 7 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 Frances F. Williams, Chairman 12 13 MEMBERS: Jim M. Kadlecek, Vice Chairman 14 Trevas Y. Ryan, Commissioner 15 Rita J. Abitz, Commissioner 16 Sylvia I. Chacon, Commissioner 17 18 OTHERS: J. L. Wingard, Executive Director 19 Sam Aguirre, HACLC Attorney 20 Caroline J. Veiarde, Executive Secretary 21 Andrew T. Holguin, Deputy Director 22 Tom Hassell, Mod./Maint. Manager 23 Sharon Hansen, Accountant 24 Robbie Levey, Administrative Officer 25 Blanca Talamantes, Tenant Selection Coord. 26 Al Vizcarra, Community Activities Coordinator 27 Joe Saldaria, Community Activities Asst. Coord. 28 Cyndie Gonzalez, Community Activities Asst. 29 Maria Fahrenkrog, HOME Rehab. Program 30 Jose Berroteran, Burley Court Resident 31 32 2. Public Participation. 33 34 The Board of Commissioners recognized Mr. Berroteran, who pointed out that are no ramps for 35 handicap accessibility or pedestrian crossings at the Bon Burt and Burley Court elderly neighborhoods. 36 Mr. Berroteran explained that he is vision and hearing impaired and has had difficulty getting out on 37 the street with his wheelchair. He would like for the Board to find out whose responsibility is it(i.e.,the 38 City's or the HACLC)to install ramps and pedestrian crossing signs at these two streets that intersect 39 with Idaho Avenue. 40 41 a. Quarterly Achievement Award -Jesusita Medina 42 43 Mr. Vizcarra stated that they scheduled Jesusita to appear at tonight's meeting to accept her plaque 44 and movie passes. However,a family emergency came up and they require her presence elsewhere. 45 Mr. Vizcarra went ahead and explained that Jesusita is a 13-year-old 7t'grade Honor Roll student at 1 f5 46 Sierra Middle School. She participated in the 1998 New Mexico leadership conference in Mescalero. 47 Jesusita is involved with TNT activities,is a Peer Counselor,a member of the HACLC basketball team 48 and helps with the HACLC's tutoring activities. She also helped the TNT group conduct Tobacco 49 Compliance Checks in Las Cruces. 50 51 b. Economic Development Program Presentation -Al Vizcarra 52 53 Mr. Vizcarra distributed copies of an outline to the Board explaining the Economic Development 54 Program under the Multi-family Grant. He stated that Cyndie Gonzalez, Economic Development 55 Trainee, had flyers hand-delivered to all Valley Drive residents explaining the program and its eligibility 56 requirements. She conducted a one-on-one interview with the residents to discuss assessment needs 57 for their best placement possible. Once this was completed, both parties met with potential employers 58 for an interview. Each resident was evaluated weekly and met with Cyndie to work on areas needing 59 improvement. 60 61 The outline included a list of names and addresses of all resident participants, and a list of names, 62 addresses,telephone numbers and contract persons for each of the business participants. The outline 63 mentions the assistance provided by the Hispano Chamber of Commerce. They asked each employer 64 for their opinion of the program and any changes they recommended. It also listed the participants 65 who remain employed with the businesses after the completion of the program. 66 67 Mr.Vizcarra pointed out that upon completion of the program, residents received certificates while the 68 HACLC awarded the employers plaques of appreciation for their participation in the program. The 69 Hispano Chamber of Commerce will feature the program In the Las Cruces Sun-News Voz del Valle. 70 One resident displayed the first paycheck in the family's living room to show the fruits of hard work. 71 Many residents improved their computer skills and attended ESL classes (English as a Second 72 Language.) Two of the residents are in the process of seeking their own homes and canceling their 73 housing assistance with the Housing Authority. 74 75 3. Approval of the Minutes for a Special Meeting held on May 10, 1999. 76 77 Chair Williams entertained a motion to approve item three. Moved by Commissioner Ryan. Seconded 78 by Commissioner Abitz. All voted in favor. Motion carried. 79 80 4. Approval of the Minutes for a Special Meeting held on April 29, 1999. 81 82 Vice Chair Kadlecek stated that the minutes need to reflect the specific and ongoing goals presented 83 at the strategic meeting. So noted. Chair Williams entertained a motion to approve item four as 84 amended. Moved by Vice Chair Kadlecek. Seconded by Commissioner Ryan. All voted in favor. 85 Motion carried. 86 87 5. Approval of the Minutes for a Regular Meeting held on April 20, 1999. 88 89 Chair Williams entertained a motion to approve item five. Moved by Vice Chair Kadlecek. Seconded 90 by Commissioner Chacon. All voted in favor. Motion carried. 91 2 92 6. Presentation of Financial Reports by Executive Director. 93 7. Financial Reports for the period ending April 30, 1999. 94 95 The Board briefly reviewed the financial reports. Chair Williams asked how much was the office 96 addition going to cost? Mr. Hassell replied that the original contract amount was approximately 97 $376,048 that does not include gross receipts tax (GRT). To date, there have been at least three 98 changes orders. The estimate with GRT is$443,190. The Board asked why no one includes the GRT 99 in the original contract. Mr. Hassell explained that New Mexico law mandates that the GRT not be 100 included in the bid documents although one is still liable to pay them. Vice Chair Kadlecek suggested 101 that the Board approach their legislators to ask why the Housing Authority should have to pay gross 102 receipts tax. Chair Williams entertained a motion to accept the financial reports. Moved by Vice Chair 103 Kadlecek. Seconded by Commissioner Chacon. All voted in favor. Motion carried. 104 105 8. Resolutions to be approved. 106 107 i. Resolution No. 650 -A Resolution Approving the Goals for the Housing Authority 108 of the City of Las Cruces 109 110 The Board stated that the resolution needs to reflect that the goals are for fiscal year 2000. They also 111 noted that the completion date for integrating the software should be June 30, 2000 and not 1999 as 112 listed. So noted. Chair Williams entertained a motion to approve Resolution No.650. Moved by Vice 113 Chair Kadlecek. Seconded by Commissioner Chacon. All voted in favor. Motion carried. 114 115 ii. Resolution No. 651 - A Resolution Approving the Disbursement of TNT (Teens 116 Needing Teens)funds 117 118 Mr. Vizcarra explained that funding from the drug elimination grants cannot be expended to purchase 119 such items as food or uniforms. The Housing Authority received $7,300 by the New Mexico 120 Department of Health that they earmarked for the Teens Needing Teens (TNT) program under the 121 Community Activities Program. The TNT program earned this money by conducting tobacco 122 compliance checks on local vendors. Mr. Vizcarra went onto say that the HACLC will issue a check 123 to be deposited into the TNT bank account set up at Matrix Capital Bank. The Housing Authority's 124 internal control procedures require two signatures on all disbursements. Authorized signers on the 125 account will be: Commissioner Ryan, Mr. Vizcarra, Joe SaidaAa and Hope Buono. 126 127 Chair Williams entertained a motion to approve Resolution No. 651. Moved by Commissioner Abitz. 128 Seconded by Commissioner Chacon. All voted in favor. Motion carried. 129 130 9. Written Reports to include Action Items. 131 132 a. Accountant 133 ✓ Action Item - Section 8 Forms Submission 134 135 Ms. Hansen reported that the FY 2000 budget preparation process is not quite completed, there are 136 some forms which need to be mailed to HUD as soon as possible. The Section 8 Existing, Moderate 137 Rehab and Voucher Total Required Annual Contributions Estimates and Requisitions are due now so 138 as not to postpone our prepaid annual contributions (HAP funds) for the Section 8 programs. 3 139 Beginning with FY 2000 these forms will need to be submitted to HUD by March 31, 2000 for the 2001 140 Fiscal Year. 141 142 The FY 2000 forms prepared for Section 8 are not comparable to the current fiscal year for a few 143 reasons.First of all,HUD is combining the Section 8 Certificate(existing)and Voucher programs. HUD 144 has already given the Housing Authority written notification that the agency will receive$913,372 for 145 its Certificate program in FY 2000 and$1,476,182 for its Voucher program. Additionally,the Moderate 146 Rehab program will be funded in the amount of$289,098 for a nine-month period through March 31, 147 2000. At this time, the Moderate Rehab contracts expire and the HACLC will be issued Vouchers to 148 replace them. A budget revision will be required at such time. 149 150 Chair Williams entertained a motion to approve Action Item-Section 8 Forms Submission as presented 151 by Ms. Hansen. Moved by Vice Chair Kadlecek. Seconded by Commissioner Ryan. All voted in 152 favor. Motion carried. 153 154 Ms.Hansen also reported that the Accounting Department completed the analysis of cellulartelephone 155 activity. Cruzita Herrera, Bookkeeper, did the analysis since she is most familiar with the Housing 156 Authority's current service and the charges generated. The Board recommended the Housing 157 Authority to change its cellular telephone services pursuant to the documentation provided them. 158 159 Vice Chair Kadlecek asked if the HACLC's operating budget is ready for Board review. Mr. Wngard 160 replied that not the entire budget is prepared due to the Housing Authority's reorganization and the 161 effects on the budgetary process. They made suggestions to have Vice Chair Kadlecek and 162 Commissioner Abitz review the budget and report to the Board. Commissioner Chacon also expressed 163 interest in reviewing the budget. Mr. Aguirre pointed out that they post a notice if there was a quorum 164 during the budget review. Vice Chair Kadlecek suggested a three-page summary report outlining 165 ongoing operations and additional cost be prepared for the review. 166 167 b. Administrative Officer 168 169 Ms. Levey reported that she mailed out approximately 27 salary comparability surveys with a deadline 170 submission of June 14t". She also reported that Jesse Padilla, Senior Housing Counselor for the 171 conventional program received NAHRO certification as a Public Housing Manager. The Board was 172 pleased to hear this news and asked Mr. Holguin to congratulate Jesse on their behalf. 173 174 At the request of Commissioner Ryan, Ms. Levey obtained a copy of the City's current sick leave 175 policy. Commissioner Ryan suggested the Housing Authority consider setting up this policy when it 176 revises the personnel policy. 177 178 d. Deputy Director 179 180 The commissioners noted that the number of vacancy days was unusually high. Mr. Holguin 181 responded that proposed reorganization and the collaboration of NM Works would help decrease the 182 high numbers. 183 184 4 w 185 Discussion about the waiting list,the stigma of residing in the"projects"as perceived by applicants and 186 the Section 8 Program followed. The waiting list is currently closed for the Section 8 programs that 187 most of the applicants want. At this time, 582 applicants are on the waiting list with anticipation that 188 the Admissions Department will qualify them to receive housing assistance from the HACLC. The 189 Admissions Department strives to house applicants within twelve month period, however, this is not 190 always the case nor is it a guarantee. 191 192 Mr. Holguin reported that the grant for the Welfare-to-Work Section 8 Tenant-Based Assistance 193 Program for Fiscal Year 1999, was submitted to HUD for their review. The Housing Authority applied 194 for an additional 244 Section 8 Vouchers. Presently the waiting list supports the requested. If granted, 195 the HACLC will be partnering with the New Mexico Works Project and the Teen Parent Residence 196 Program to move mutual clients from welfare to work. As usual,the Housing Authority does not intend 197 to hear from HUD on this matter until October 1999. 198 199 Commissioner Ryan had a concern about the lighting at the RTC property. A review of the 200 neighborhood at nighttime suggested the use of an additional street light on Richard Drive. The 201 Housing Authority has contacted the EI Paso Electric Company to provide the service. 202 203 e. Modemization/Maintenance Manager 204 205 Mr. Hassell reported that HACLC accepted bids for the pruning of trees at NM3-1A and NM 3-2. Work 206 has begun at NM3-1A. They will prune all large trees and they will remove dead trees/stumps from the 207 site. Chair Williams recalled that the maintenance employees had received training for doing this type 208 of work and wondered why the Housing Authority was getting bids? Mr. Hassell pointed out that the 209 Maintenance Department has decreased in workers plus pruning trees is important but not a priority. 210 211 g. Executive Director 212 213 Concerning Montana Senior Village LLC, Mr. Wingard reported that the Enterprise Social Investment 214 Corporation's Patrick Wagner is preparing his final presentation to secure the Corporation's purchase 215 of tax credits. Dan O'Dea, consultant (Delphi Affordable Housing Group), and Mr. Wingard are 216 attempting to secure a modest increase of obligated tax credits (i.e., $160,000 to $172,000) as well 217 as a possible infusion of HOME funds (i.e., $90,000) from the CLC. They are striving to have total 218 closing and construction commencement by June 30, 1999. 219 220 Concerning 2620 Fairway, Mr. Wingard reported that this property is now on the market with a listing 221 sales price of$149,900. Concurrently, he has rendered an offer on additional land at the Montana 222 Avenue location through Dave Coyle of Steinborn Realty Consultants. 223 224 Mr.Wingard stated that the HUD office in Washington, D.C., sent Ray Johnson to conduct inspections 225 on HACLC's conventional housing units. Discussion followed about the physical problems with the 226 housing stock, inoperable or missing smoke alarms, and the ranking and status of deficiencies. 227 228 Mr.Wingard reported that he and his family will be visiting in Pennsylvania from June 29th to July 10th. 229 This entails his taking eight(8) annual leave days. 230 5 231 10. Incidental Reports. 232 i. CDBG HOME Rehab. Report 233 234Mrs. Fahrenkrog's report alarmed the Board when they read that there are approximately 176 loans 235 in arrears. Some of these loans date to 1976. Mrs. Fahrenkrog gave a breakdown of when the City 236 can foreclose on the properties. HACLC Attorney, Mr.Aguirre stated that he spoke with City Attorney, 237 Fermin Rubio about these loans. Mr. Rubio will meet with City Manager, Jesus Nava to discuss this 238 issue. 239 240 11. Executive Session (closed) -Reorganization and personnel reassignment 241 242 Included in the board packets was a chart itemizing positions, including newly created ones. Mr. 243 Wingard reported that the Housing Authority is budgeting for positions currently and they target all 244 changes for 7/1/99 implementation. A lengthy discussion ensued about job positions(i.e., new ones, 245 part-time to full-time), work caseloads, and geographic areas. The Board decided to have a closed 246 session to discuss individual employees other than positions. 247 248 Chair Williams entertained a motion at 8:10 p.m.to go into a closed session. Moved by Commissioner 249 Ryan. Seconded by Commissioner Abitz. All voted in favor. Motion carried. 250 251 Chair Williams entertained a motion to reconvene into an open session at 8:45 p.m. Moved by 252 Commissioner Chacon. Seconded by Commissioner Abitz. All voted in favor. Motion carried. 253 254 Discussion Involved the Housing Authority's reorganization, employees' performance, critiques of 255 individuals,how they may react toward the reorganization and possible legal issues that may arise from 256 the reorganization. Chair Williams stated that employees need to understand that the reorganization 257 is being done for several reasons (i.e., acquired new tasks, HUD legislation and additional housing 258 duties) that will improve the enhancement of the Housing Authority. 259 260 Chair Williams entertained a motion to approve the proposed reorganization as presented. Moved by 261 Vice Chair Kadlecek. Seconded by Commissioner Ryan. All voted in favor. Motion carried. 262 263 12. New Business. 264 265 The Board expressed their interest in attending NAHRO's 1999 National Conference in Philadelphia, 266 October 17-20. Chair Williams stated that NAHRO Invited her to be a presenter and conduct a seminar 267 on sexual harassment. Commissioner Chacon commented that she would like to attend the 268 "commissioners' fundamentals" seminar given on October 15-16, which would give her a better 269 understanding on the role of being a commissioner. 270 271 Mr.Wingard is scheduled to attend the"NAHRO/Schiff Group Comprehensive Agency Plan Package" 272 in Albuquerque on June 17. Topic of discussion will be the deconcentration of poverty families. HUD 273 requires that Admissions and Continued Occupancy Policies have a section addressing the 274 deconcentration of poverty families.. A resolution regarding the deconcentration will be presented to 275 the commissioners at the June meeting. 276 277 6 278 The Housing Authority will be advertising for professional legal services for a 12-month period with an 279 additional 12month option. The current contract for legal services will expire August 31, 1999. 280 281 Dona Ana County Housing Authority responded with their comments to the draft cooperation 282 agreement. The HACLC commissioners spent sometime reviewing,the comments and noting the 283 differences between their agreement and that of the County's. Mr. Wingard, Mr. Aguirre and County 284 Attorney, Lisa Warren will meet to discuss the needs for more efficient administration and affordable 285 housing outside the city limits. The Board felt that having the County Manager present at the meeting 286 would be important to gather his ideas on the issue. 287 288 13. Media Questions. No media presence. 289 290 14. Adjournment. 291 292 Chairman Williams entertained a motion for adjournment. Moved by Vice Chairman Kadlecek. All 293 voted in favor. Motion carred. 294 295 Adjournment 8:52 p.m. 296 297 SEAL APPROVED BY, 298 P'••••.N••Np,.,, pF T NE 299 �� r 300 e�:• .. �::; . i o r �- J 't �A-1 LJ , 301 - � � 302 -.,NEW MEXICO' .y James M. Kadlecek, Vice Chair 303 : y • t:i�; �0 °1961,: 304 - x. 305 �►; r, 306 '''•• t`.,......••`' 307 308 309 SUBMITTED Y, 310 311 312 313 314 . L. ingard, cu ve Director 7