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02-23-1999SpecialMtg. A U 0 MINUTES OF A SPECIAL MEETING OF THE HOUSING AUTHORITY OF THE CITY OF LAS CRUCES BOARD HELD ON FEBRUARY 23, 1999 The Board Meeting of the Housing Authority of the City of Las Cruces was held at 5:00 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. Williams, Chairman MEMBERS: James M. Kadlecek, Vice Chairman Trevas Y. Ryan, Commissioner Rita J. Abitz, Commissioner Sylvia I. Chacon Commissioner OTHERS: J. L. Wingard, Executive Director Sam Aguirre, HACLC Attorney Ramon Acosta, HACLC Attorney Caroline J. Velarde, Executive Secretary Andrew T. Holguin, Deputy Director Tom Hassell, Mod. /Maint. Manager Sharon Hansen, Accountant Robbie Levey, Administrative Officer Blanca Talamantes, Tenant Selection Coor. Al Vizcarra, Community Activities Coor. Hope Bueno, HACLC Truant Officer Rosa Alvarez, NMSU Social Work Student Maria Fahrenkrog, CLC HOME Rehab. Davie Salas, CLC HOME Rehab. Jesse Gonzalez, Superintendent, LCPS Joyce Aranda, Principle, Lynn Middle School Mr. Les Aranda, Spouse 2. Public Participation a. Community Service Award - Joyce Amanda, Principle, Lynn Middle School Mr. Vizcarra stated that Ms. Aranda has been very instrumental in helping HACLC youth and families academically and socially. She is very dedicated to the youth in the community. She is always willing to help out a child in need. Some of Ms. Aranda's extra - curricular activities include: ♦ Casa De Peregrinos ♦ La Casa Domestic Shelter ♦ Leukemia Drive ♦ Offers evening classes in: Citizenship, ESL and GED 70 71 72 73 74 75 76 93 0 0 ♦ Salvation Army Toys for Tots Drive ♦ Pediatric Ward at Memorial Medical Center ♦ Computer Classes for adults twice a week ♦ Hispano Chamber of Commerce ♦ Adopted a local nursing home "Casa de Oro" Mr. Vizcarra and Ms. Bueno both expressed appreciation and gratitude for the help, attention and dedication Mrs. Aranda has given to the HACLC youth. The Board presented a plaque to Mrs. Aranda acknowledging her good works and positive efforts that she has given to the young people and the community. 3. Approval of the Minutes for a Regular Meeting held on January 19, 1999. Vice Chair Kadlecek noted that line 192 on page four needed to be clarified. He said that Mrs. Kessin was in charge of the Dona Ana Community Council and not twenty -three counties instructed to create community councils concerning the state's welfare -to -work program. On page seven, the Vice Chair noted that line 295 had a repetitive sentence that needed to be corrected. As for line 301, the word "sued" should read "used." This too was corrected. Chairman Williams entertained a motion to approve item number three. Moved by Vice Chair Kadlecek. Seconded by Commissioner Ryan. Chairman Williams took a vote for approval: Vice Chairman Kadlecek voted in favor. Commissioner Ryan voted in favor. Commissioner Abitz voted in favor. Commissioner Chac6n voted in favor. Motion carried. 4. Approval of Payments for January 1999. Chair Williams noticed that there were many resident trainees. Mr. Vizcarra explained that HUD aimed the Multifamily Drug Elimination Grant specifically for the Valley Drive housing neighborhood residents. The grant paid for the salaries of approximately eight residents who were placed in various area businesses. They hired some residents permanently. Mr. Vizcarra noted that the employment contracts end this Friday, February 26. Chair Williams asked about the school uniform vouchers. Mr. Vizcarra replied that there is funding in the voucher program for which residents must qualify and volunteer a few hours at the HACLC's community centers. This affects the students who attend either Lynn Middle School, Conlee Elementary or Loma Heights Elementary. On page 35, Chair Williams noted a $1245 rental assistance payment and asked if it was a combined payment. Mr. Holguin responded affirmatively and explained that there are times when payments constitute two to three months' worth of rent. Chairman Williams entertained a motion to approve item number four. Moved by Commissioner Abitz. Seconded by Vice Chair Kadlecek. Chairman Williams took a vote for approval: 2 ' O 0 94 11 Vice Chairman Kadlecek voted in favor. 95 Commissioner Ryan voted in favor. 96 Commissioner Abitz voted in favor. 97 Commissioner Chac6n voted in favor. 98 Motion carried. 99 100 5. Financial reports for the period ending January 31, 1999. 101 102 Vice Chair Kadlecek reviewed the budgets in the reports. He wanted to know if the managers 103 review the budgets. He believes that knowing this kind of information is important for the managers. 104 They talked extensively about several things including the excess of revenues over expenditures, the 105 Las Cruces Housing Development Corporation, the HOME Choice Program, the Drug Elimination 106 Grants and the Comprehensive Grant Programs. The Board requested that Mr. Vizcarra include 107 information about eligible expenditures within the drug elimination grants in his narrative report from 108 now on. 109 110 Chairman Williams entertained a motion to approve item number five. Moved by Commissioner 111 Ryan. Seconded by Commissioner Abitz. Chairman Williams took a vote for approval: 112 Vice Chairman Kadlecek voted in favor. 113 Commissioner Ryan voted in favor. 114 Commissioner Abitz voted in favor. 115 Commissioner Chac6n voted in favor. 116 Motion carried. 117 118 6. Resolutions to be approved. None this month. 119 120 7. Written Reports to include Action Items. 121 a. Accountant 122 123 In Ms. Hansen's report, she included a list of cell phone users and their average monthly charges. 124 Commissioner Ryan suggested narrowing the research and focus on getting better deals for the cell 125 phones used by the Housing Inspector and the Maintenance Department. 126 127 b. Administrative Officer 128 129 ✓Action Item - EDSS/TOP Grants: ranking committee 130 131 Ms. Levey reported that the Housing Authority is requesting Board approval for a Ranking 132 Committee to comprise the following individuals: Andrew Holguin, Deputy Director /Housing 133 Manager, Hope Bueno, Community Activities Program and HACLC resident, and Sylvia I. Chac6n, 134 HACLC Board of Commissioners and HACLC resident. Mr. Wingard has advised Carmella Herrera, 135 Management Specialist, NM State HUD Office, of the status of the EDSS /TOP Grants. Vice Chair 136 Kadlecek suggested that Ms. Levey schedule a date for the ranking committee as soon as possible. 137 The committee will rank the proposals and will report to the Board with their recommendation. 3 0 0 138 Chairman Williams entertained a motion to approve the ranking committee to rank the proposals and 139 report their recommendation to the Board. Moved by Vice Chair Kadlecek. Seconded by 140 Commissioner Abitz. Chairman Williams took a vote for approval: 141 Vice Chairman Kadlecek voted in favor. 142 Commissioner Ryan voted in favor. 143 Commissioner Abitz voted in favor. 144 Commissioner Chac6n voted in favor. 145 Motion carried. 146 147 ✓Action Item - Media/Public Relations 148 149 Ms. Levey reported that several Board members requested discussion of the following policy at this 150 meeting. Section VI, Employee Conduct, page VI - 7 of the current HACLC Personnel Policy states: 151 152 "PUBLIC STATEMENTS - Employees are not authorized to make any public statements on 153 behalf of the Housing Authority, issue press releases, nor hold press conferences. The Board of 154 Directors or Executive Director will be responsible for dissemination of information to the media 155 relating to the agency." 156 157 They noted that part of Ms. Levey's duties as Administrative Officer, are issuing press releases. 158 However, the personnel policy says otherwise. Mr. Wingard pointed out when speaking to the 159 media, he keeps to programmatic issues and points of clarification. On other issues such as "letters 160 to the editor" it is up to the Board to decide how they will respond. 161 162 Chairman Williams entertained a motion to authorize Administrative Officer Robbie Levey to issue 163 press releases for the HACLC. Moved by Vice Chair Kadlecek. Seconded by Commissioner Ryan. 164 Chairman Williams took a vote for approval: 165 Vice Chairman Kadlecek voted in favor. 166 Commissioner Ryan voted in favor. 167 Commissioner Abitz voted in favor. 168 Commissioner Chac6n voted in favor. 169 Motion carried. 170 171 ✓Action Item - Personnel: new position 172 173 Ms. Levey reported that pursuant to HACLC Personnel Policy (Section I, Employment, page I - 1 and 174 Section I, page I - 10), approval is requested from the Board of Commissioners for the newly created 175 position of "Construction Superintendent." Responsibilities include supervision, coordination and 176 training of work crews in the maintenance and repair of PHA properties and grounds. Ten (10) years 177 of progressively responsible experience in general construction, two (2) years experience as a 178 general contractor, and a GB 98 General Contractor's License is required. Annual salary is $27,000 179 plus benefits. This position will be advertised internally and to the public. Chairman Williams asked E U U 180 if a contractor's license is necessary for the position. Mr. Wingard replied that it is since contractors 181 receive discounts when purchasing supplies and materials. 182 183 Chairman Williams entertained a motion to approve the newly created position of Construction 184 Superintendent. Moved by Commissioner Abitz. Seconded by Vice Chair Kadlecek. Chairman 185 Williams took a vote for approval: 186 Vice Chairman Kadlecek voted in favor. 187 Commissioner Ryan voted in favor. 188 Commissioner Abitz voted in favor. 189 Commissioner Chac6n voted in favor. 190 Motion carried. 191 Ms. Levey reported the HACLC will readvertise the position of Accounting Assistant since two of the 192 prospective applicants turned down the offer of employment. As for the FSS Coordinator, Ms. Levey 193 stated that they will combine this position with that of a housing counselor's to make it a full -time 194 position. 195 196 d. Deputy Director 197 198 HOME Choice Home ownership Program 199 200 Mr. Holguin repeated that the homes were made available for occupancy on October 1998. There 201 are thirteen homes committed, eleven homes are presently leased and two are under a sales 202 contract. So in the past month we have leased -up /contracted six additional families. The families 203 that are under contract have expressed that they would sign a lease- purchase agreement if for some 204 reason they are unable to purchase the home. There is a total of four potential homeowners that 205 appear to qualify for a home with Citizens Bank and if all goes well they could become homeowners 206 by April 1, 1999. 207 208 Commissioner Ryan commented that radio advertising was very effective reaching the public. Mr. 209 Holguin stated that he and Ms. Talamantes asked people how they heard about the HOME Choice 210 program. Many mentioned that they read about it in the newspaper while others heard about it on 211 101.1 Gold FM radio station. 212 213 ✓Action Item - Third Position Loan 214 215 Citizen Bank and Mr. Holguin have been working with Fannie Mae of Albuquerque, New Mexico on 216 helping potential homeowners qualify for a loan. Fannie Mae developed a program named 217 "Enhanced FannieNeighbors with the Community Home Buyer's Program" which has made it easier 218 for potential homeowners to qualify for a loan by accepting a two percent (2 %) instead of a five 219 percent (5 %) down payment. Other assistance is: 220 221 First Mortgage Maximum Loan To Value (LTV) : 75% 222 Second Mortgage Purpose: Down payment and closing costs (Las Cruces City /MFA funds) 223 Second Mortgage Amount: up to 15% 224 Second Mortgage Interest Rate: 0% 225 Second Mortgage Repayment Term: Due upon sale, lease or transfer, with forgiveness and 5 0 0 226 release of lien for mortgages with combined with combined LTVs exceeding 100 %. For HOME 227 Choice Program, the second mortgage will be MFA's Payment $aver loan, with HACLC taking 228 third position. 229 Third Mortgage Purpose: Additional principal reduction (HACLC) 230 Third Mortgage Amount: Up to 20% of sale price 231 Third Mortgage Interest Rate: 0% 232 Third Mortgage Repayment Term: Due upon sale, lease or transfer with forgiveness and 233 release of lien for mortgages with combined LTVs exceeding 100°/x. 234 An example of the above is as follows: 235 1100 S. Chaparro Home 236 Mortgage Price: 52,500 237 Down payment (2 %) Buyer): 1,050 238 51,450 239 First Mortgage (75 %) 39,375 240 Second Mortgage (12 %) MFA 6,300 241 Third Mortgage (11 %) HACLC 5,775 242 51,450 243 244 MORTGAGE PAYMENT for the Chaparro home - $278 (5.95% interest with taxes and insurance 245 included). 246 247 Mr. Holguin further explained that the present program offers a 20% second loan position but since there 248 is funding available through MFA which offers up to 15% assistance, HACLC would actually provide a 249 smaller loan to buyers by taking a third position mortgage. Mr. Holguin recommends that HACLC take 250 a third position loan to further assist its potential homeowners and HACLC will also see more of a return 251 on the sale. In conjunction with the Fannie Mae and its "Enhanced FannieNeighbors with the 252 Community Home Buyer's Program" and MFA's "Payment $aver Program" the HACLC is able to make 253 the homes affordable to its targeted population. 254 255 Chairman Williams entertained a motion to approve the HACLC in taking a third position loan as 256 presented by Mr. Holguin. Moved by Commissioner Abitz. Seconded by Commissioner Ryan. 257 Chairman Williams took a vote for approval: 258 Vice Chairman Kadlecek voted in favor. 259 Commissioner Ryan voted in favor. 260 Commissioner Abitz voted in favor. 261 Commissioner Chac6n voted in favor. 262 Motion carried. 263 Security Deposit 264 265 The Board addressed the discussion of improving the appearances of HACLC properties. The 266 Board felt that some residents are not complying with the terms of their leases concerning yard care. 267 Chair Williams and Commissioner Chac6n toured some HACLC properties recently and noticed used 268 furniture situated out on the front lawns of some residents' homes. The commissioners believe that 269 the Housing Authority needs to take on a more aggressive approach in addressing yard care and 270 appearance. Mr. Wingard responded that each housing neighborhood will have on -site manager 271 presence, more aggressive leases and the reorganization of the Maintenance Department in which 2 o v 272 entails at least one maintenance person assigned to each property. Vice Chair Kadlecek repeated 273 that the Housing Authority look into the private sector for model apartment management. 274 275 Mr. Holguin reported that according to HUD, the regulation requires Section 8 New Construction 276 owners of multi - family projects to pay interest earned on security deposits. Interest earned on the 277 deposit is computed at the current passbook rate. He received from Albuquerque HUD about 278 refunding security deposits on the Conventional, low rent program. HUD mandates that the HACLC 279 follow New Mexico State Statues 47 -8 -18 Deposits. The statute requires payment of interest on a security 280 deposit if the amount is greater than one month's rent. 281 282 Last month Commissioner Ryan expressed that the deposit payments are low for the Conventional 283 and Section 8 New Construction. As part of updating the Admission and Occupancy Policy the 284 HACLC intends to increase the payments. Presently the tenants pay $30 at move -in and $10 285 monthly until they pay the deposit in full. Section 8 New Construction requires a security deposit 286 payment at 30% of their monthly income or a minimum of $50 while the Conventional Program 287 requires a $200 deposit. If the intent is to change the policy, Mr. Holguin recommends that the 288 security deposits be divided in fourths. This method of payment would be a fair amount without 289 causing a heavy burden to the tenant while assisting HACLC on collecting the deposit on a timely 290 manner. 291 292 e. Modernization /Maintenance Manager 293 294 Mr. Hassell reported that Eldon King, Contractor, was awarded the bid for fascia and soffits at NM 3- 295 1A, 3 -2 and 3 -3. They gave a change order to the contractor to add NM 3 -2 (San Pedro) so that all 296 conventional housing sites will have the benefit of new fascia and soffit. The Housing Authority 297 asked the contractor to give a price for painting all unit exteriors at NM 3 -1A (Mulberry) and NM 3 -2 298 (Walnut). Preliminary cost estimates are approximately $69,000, or $420 per unit. The HACLC 299 acquired the services of Ms. Bernadette Vigil, Interior Decorator to give four different color schemes 300 for the exterior painting. 301 302 The color boards were set up for board review at the meeting. Mr. Hassell further reported that the 303 fascia will be a neutral creme while they will not paint the security doors /screens. Ms. Vigil selected 304 colors to match the exterior appearance of the units in these three different housing neighborhoods. 305 Mr. Hassell pointed out that Ms. Vigil is the same individual who selected the colors for the new 306 office addition. The commissioners looked at the color boards which consisted of two bold colors 307 and two lighter shades. 308 309 f. Tenant Selection Coordinator 310 311 Ms. Talamantes reported that she received 75 applications for the disabled voucher program. Some 312 of these were referrals that came from either Southwest Counseling, Alliance or MORE -DVR. She 313 continues to screen for eligibility purposes. 314 315 g. Executive Director 316 317 Mr. Wingard reported that he anticipates both Davie Salas and Maria Fahrenkrog of CLC HOME 318 Rehabilitation program to move into the HACLC's main administrative building in May. 319 320 Mr. Wingard reported that If the Housing Authority is to meet the July 1, 1999 target date, the 321 proposed cooperation agreement between the Dona Ana County Housing Authority and the HACLC 7 364 365 366 367 368 369 370 371 0 0 needs to be provided to County staff and commissioner review. Mr. Wingard requested authorization from the HACLC Board to proceed with the refined agreement. The Board gave verbal authorization for Mr. Wingard to submit a copy of the proposed cooperation agreement to the DACHA. staff. Mr. Wingard pointed out that Board and management staff would need to establish a date and location for their 1999 strategic planning session. They decided to tentatively hold the session for April 29 at the Holy Cross Retreat House. They also decided that Vice Chair Kadlecek will be the facilitator for the planning session. 8. Incidental Reports i. CDBG /HOME Rehabilitation presentation Maria Fahrenkrog, HOME Rehabilitation Coordinator, explained that the Community Development Block Grant Program (CDBG) is a federally- sponsored program under Title I of the Housing and Community Development Act of 1974, as amended. Its primary objective is the improvement of urban communities by providing decent housing and a suitable living environment for persons of low and moderate income. She went on to say that the City of Las Cruces has participated in the Community Development Program since 1975. From its inception the local program has included two ongoing projects: the improvement of streets in low and moderate income areas and the rehabilitation of eligible owner - occupied homes through a grant and loan program. The purposes and missions of the Home Rehabilitation Program are to: Assist very low to moderate income families to lengthen the useful life of their homes by restoring their homes to a level compliant with applicable building /housing codes, established safety, sanitation and housing quality standards, and reasonable levels of comfort and livability. Prevent and reverse deterioration and blighting of neighborhoods. Enable low to moderate income families, who are owner - occupants of residential properties and who. By reason of limited income and resources, are unable to secure or qualify for funds from other sources under comparable terms and conditions, to finance improvement and rehabilitation of their properties to conform to minimum Program standards. The Board asked who finances the mortgages. Mrs. Fahrenkrog replied that HUD finances the CDBG Program. $45,000 is the maximum amount that a client may borrow to rehabilitate the home. The client makes monthly payment to the City of Las Cruces. She went on to say that clients are selected from a waiting list of first come first served. The wait can last as long as five years. 9. New Business Chair Williams introduced the newest board member, Sylvia I. Chac6n. Ms. Chac6n stated that she is an HACLC resident and works for the Las Cruces Public Schools in the Migrant Education Program as a Home School Liaison. Ms. Chac6n talked about her experience working for the Home Education Livelihood Program (HELP). She is a member of Primera Iglesia Bautista. For the past five years, she has been the Director of the Senior Citizen Ministry. This semester Ms. Chac6n became an ABE/ESL volunteer Instructor through Dona Ana Branch Community College. She 0 372 373 374 375 376 377 378 379 380 381 382 383 384 385 386 387 388 389 390 391 392 393 394 395 396 397 398 399 400 401 402 403 404 405 406 407 408 409 • 40 believes that being bilingual has helped her reach more people and achieve her goals at a faster pace. Ms. Chacbn wants to help low income Las Crucens to become self sufficient citizens of the community. Chair Williams thanked the Board and staff for the floral arrangement she received during the time she had been ill. Mr. Wingard noted that Chair Williams' term will expire March 31. A letter to Mayor Smith requesting reappointment will be submitted. Vice Chair Kadlecek requested a report on the possible disposition of 2620 Fairway be prepared for the March agenda. He wants to hear the pros and cons of such disposition. 10. Media Questions. No media presence. 11. Adjournment. Chair Williams entertained a motion for adjournment. Moved by Commissioner. Seconded by Commissioner. Chair Williams took a vote for approval: Vice Chair Kadlecek voted in favor. Commissioner Ryan voted in favor. Commissioner Abitz voted in favor. Commissioner Chacbn voted in favor. Motion carried. Adjournme 0 P.M. .••.'1416 . of -lit APPROVED BY, o` 1 • NEW MEXICO'': - z �t :.0 y '• 196 Frances F. Williams, Chairman �+ •._ tip... SUBMITTEUB�Y, rd, E EXECUTIVE DIRECTOR: E GENERAL OFFICES: J. L. Wingard 926 S. San Pedro St. Housing Authority of the City of Las Cruces, New Mexico TELEPHONE (505) 526 -5541 FAX PHONE (505) 526 -8452 LAS CRUCES, NEW MEXICO 88001 March 25, 1999 Ms. Shirley Clark, City Clerk City Clerk's Office P.O. Box 20000 Las Cruces, NM 88004 -9002 Dear Ms. Clark: Enclosed is a copy of the approved board minutes for February 23, 1999. Sincerely, Caroline J. Velarde Executive Secretary encl.