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08-17-1999 1 MINUTES OF A REGULAR MEETING OF 2 THE HOUSING AUTHORITY OF THE CITY 3 OF LAS CRUCES BOARD HELD ON 4 AUGUST 17, 1999 5 6 The Board Meeting of the Housing Authority of the City of Las Cruces was held at 5:15 p.m. at 7 926 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 Frances F. Williams, Chair 12 13 MEETING: James M. Kadlecek, Vice Chair 14 Trevas Y. Ryan, Commissioner 15 Rita J. Abitz, Commissioner 16 Sylvia I. Chacon, Commissioner 17 18 OTHERS: J. L. Wrigard, Executive Director 19 Sam Aguirre, HACLC Attorney 20 Caroline Velarde, Executive Secretary 21 Andrew T. Holguin, Deputy Director 22 Sharon Hansen, Accountant 23 Tom Hassell, Mod. /Maint. Manager 24 Robbie Levey, Administrative Officer 25 Al Vizcarra, Com. Act. Coordinator 26 Pedro Escapita, award recipient 27 Joe Saldaha, Com. Act. Asst. Coord. 28 Florina Rose, HACLC resident 29 Ruben Trujillo, S8 Housing Counselor 30 Mike Melendez, S8 Housing Inspector 31 Les Williamson, Construction Super. 32 2. Public participation 33 34 Quarterly Achievement Award — Pedro Escapita 35 36 Chairman Williams recognized Pedro Escapita a 17-year-old senior at Mayfield High who is an 37 honor student. Pedro is a baseball player for Mayfield High. He plays for the HACLC 38 basketball team. The team participated in a tournament held at the Valley Drive neighborhood. 39 Pedro also played with the HACLC's "3 on 3" basketball team in the Alamogordo Boys and 40 Girls Club tournament. Pedro is a member of the CLC's youth basketball league champion 41 team HACLC Rockies. The league voted Pedro Most Valuable Player. Pedro is also a 42 member of the Las Cruces A.A.U. Basketball team. He represented Las Cruces at the world 43 Hispanic softball tournament. Pedro is a member of the championship team at drug 44 awareness day and is involved in various TNT activities. The Board of Commissioners 45 congratulated Pedro for his achievements and for being a positive role model to his peers. 46 They encouraged him to continue with his efforts and wished him a successful future. They 47 presented Pedro with a plaque and a gift certificate from Applebee's. 48 49 . Resident concerns 50 Ms. Florina Rose resides at 924 S. Mesquite. It has been her observation that no one checks her unit for quality assurance each time a work order has been completed. She mentioned the troubles experienced with her refrigerator not functioning properly. Ms. Rose commented that the needs and -1- 1 conveniences of the elderly residents should have been taken into consideration when the units were 2 rehabilitated. For example,the shelves are hard to reach and some are too short in width. Mr. Hassell 3 responded to Ms. Rose's concerns and assured her that he would have someone check her unit for 4 quality assurance and that the appliances are functioning properly. Commissioner Ryan asked Ms. 5 Rose if she would be interested in participating in a resident council. Ms. Rose replied affirmatively. 6 7 3. Approval of the Minutes for a regular meeting held July 20, 1999. 8 9 Chair Williams entertained a motion to approve the minutes. Moved by Commissioner Abitz. Seconded 10 by Commissioner Chacon. All commissioners voted in favor and they carried the motion. 11 12 4. Presentation of financial reports by Executive Director. 13 14 Mr. Wingard pointed out that HACLC is expending more than anticipated due to accelerated activities, 15 unit turnaround, and improvements. They reviewed the budget amounts regarding several grants. It 16 was noted that all Comprehensive Grant funds are to be fully obligated within two years of being 17 awarded and fully expended within three years of award date. The 1996 Comprehensive Grant 18 Program (CGP)will be closed out and has a $500 balance remaining. The Safe Neighborhood grant 19 deals with on-site community police officer presence at the HACLC's family housing neighborhoods. 20 The contract between the HACLC and Las Cruces police department also calls for the community police 21 officers to be involved with neighborhood resident activities. 22 23 The 1998 CDBG grant expenditures are on schedule. This grant funds the Truant Officer's position. 24 The ED/SS grant funds have not been fully expended. The HACLC has an idea to create a micro loan 25 program for its residents. The resident council would review the loan applications for eligibility. The 26 TOP grant is being expended in relation to the contract between the HACLC and NuevaLight 27 Enterprises. As for the Home Choice program, one ADA unit is for sale in which the Housing Authority 28 has not received any responses. Chair Williams asked if the HACLC staff made contact with the CLC 29 and/or Tresco. Mr. Holguin mentioned talking to Kathy at the CLC, but not with anyone at Tresco. 30 31 Discussion took place about the budget format and the reports generated by the Accounting 32 Department. Vice Chair Kadlecek was under the impression the budget summary format that the 33 commissioners approved at the June meeting would be included in future board packets. He explained 34 that the budget summary makes it simpler and easier for the commissioners to follow and understand 35 rather than trying to read over 70 pages. He concluded that the budget summary and the eight page 36 financial report would suffice for the board packets. Ms. Hansen responded that she would have these 37 reports included in the board packets. 38 39 S. Resolution No. 668—A Resolution Approving the Public Housing Management Assessment 40 Program (PHMAP) Certification FYE 1999 41 42 Mr.Wingard explained that resolution action entails board approval of the Housing Authority's 43 submission of data, which will be used to rate the agency under PHMAP for fiscal year 1999. The 44 Board reviewed the PHMAP certification form and asked general questions about unit vacancies, 45 unit turnaround, credit checks, nonpayment of rent, evictions, energy audits, and the previous 46 certification scores from the last two years. 47 48 Chair Williams entertained a motion to approve Resolution No. 668 as presented. Moved by Vice Chair 49 Kadlecek. Seconded by Commissioner Ryan. All commissioners voted in favor and they carried the 50 motion. -2- 1 6. Written reports to include Action Items. 2 3 a. Accountant 4 5 Ms. Hansen reminded the commissioners that the auditors, Hawkins, Ash, & Baptie are scheduled 6 to perform the year-end audit during the week of September 7. The commissioners expressed an 7 interest to be present during the exit interview with the auditors. Ms. Hansen said she would try to 8 establish the exit interview for September 10 at 12:00 p.m. to give the auditors time to complete 9 their audit by that time. 10 11 b. Administrative Officer 12 13 Ms. Levey reported that the wage survey has been completed. She and Mr.Wingard suggested that 14 this topic be addressed at the next board work session due to the complexity and significance of 15 information compiled and the time involved to discuss this matter at length. Mr.Aguirre 16 recommended that an executive session be added to the agenda in the event that the Board may 17 want to discuss in particular personnel and/or their positions. The Board decided to hold its work 18 session tentatively for September 14 at 8:30 a.m. 19 20 Ms. Levey reported that she met with Brenda Biscaino, Personnel Officer, Dofia Ana County Human 21 Resources Department on July 20, 1999 to discuss the agreement with the Dona Ana County 22 Housing Authority(DACHA), and its effect on their employees. Mr.Wingard determined that all 23 regular and temporary employees with the DACHA would be assigned to the HACLC. DACHA 24 re ular full-time employees include one (1) Housing Coordinator and two (2) Housing Specialists. 25 Temporary full-time employees include one (1) Housing Inspector, one(1) Clerk, and one (1) 26 Maintenance Worker I. Mr.Wingard and Ms. Levey met with the DACHA employees on July 27, 27 1999 at their office to discuss and answer various questions that they had. On July 30, 1999,the 28 DACHA employees were given a tour of the HACLC and shown their assigned offices. 29 30 Ms. Levey reported that the two employees in the Maintenance Department who previously 31 received "reduced housing rent" are no longer eligible for this benefit effective September 1, 1999. 32 The employees were given more than 60 days notice regarding this decision. This decision 33 complies with the Resident Employee Contract signed by both employees in 1992. 34 35 Chair Williams asked about the progress of the NM Works Laborer Trainees. Mr.Williamson, 36 Construction Superintendent responded that these employees are doing quite well and have 37 expressed interest beyond unit preparation. In collaboration with NuevaLight Enterprises, classes 38 will be set up to help these individuals obtain their GEDs. 39 40 c. Community Activities Coordinator 41 42 Mr. Vizcarra reported Commissioner Ryan and the CAP staff will meet with Lawrence Banegas of 43 the New Mexico Department of Health on the healthier communities grant that will help with 44 exercise and support services to women who want to quit smoking. The TNT(Teens Needing 45 Teens) group will assist with these activities. He also mentioned that the Economic Development 46 job program would start up again. 80% of the first group of participants terminated their housing 47 assistance and are gainfully employed. 48 49 d. Deputy Director 50 Mr. Holguin mentioned that the HACLC is in the process of evicting a family within the Locus/Mulberry/Ash housing neighborhood. A young member of the family suffers from ADD (attention deficit disorder). This child has been known to disturb the other children in the area, and -3- 1 he has vandalized the portable office and community center. Housing Authority staff have tried to 2 counsel the parents to no avail. Damage costs have been assessed. HACLC Attorney, Sam 3 Aguirre will research the issue. The family has enlisted the help of an advocacy program in 4 Albuquerque to represent them in court. 5 6 One HACLC goal is to convert 20 out of 92 scattered site rental homes to home ownership. Vice 7 Chair Kadlecek inquired which 20 homes would be logical the choice. Mr. Holguin replied that the 8 homes purchased in 1995 would be the first to sell since they require moderate improvements. Vice 9 Chair Kadlecek mentioned that Rose Garcia, Executive Director of Tierra del Sol (TDS) could help 10 finance low interest loans to first time homebuyers. Mr. Holguin responded that he met with Ms. 11 Garcia and Luz Bustamante about this idea giving homebuyers the first option to buy the homes if 12 they qualify. TDS has a commitment of$1 million financing and they would act as the loan brokers. 13 14 e. Modernization/Maintenance Manager 15 16 Mr. Hassell briefly reported that the contractor is working on the final punch list with the 17 Construction Inspector regarding the office addition. 18 19 g. Executive Director 20 21 Mr.Wingard reported the Housing Authority's current contract for legal services will expire August 22 31, therefore,two commissioners will be needed to meet with and interview the two law firms who 23 responded to the HACLC's RFP (request for proposals). Commissioners Williams and Abitz 24 expressed their interest to assist Mr.Wingard with this endeavor. 25 26 Mr.Wingard reported that the as of July 1 HACLC will commence billing the CLC for office space 27 used by the two HOME Rehab employees based on square footage. 28 29 Mr. Aguirre is in the process of revising the promissory notes and mortgages for Board signatures. 30 31 7. Incidental reports included copies of the CDBG HOME Rehab. Program, HACLC personnel and 32 the Housing Authority newsletter. 33 34 8. New Business 35 36 Vice Chair Kadlecek reported that the Las Cruces Affordable Housing, Inc., applied for its 501(c) 3 37 status with the IRS. LCAHI has twelve Board of Directors of which Vice Chair Kadlecek serves as 38 President. The group also has about six advisory members. Several sub-committees are focusing on 39 potential projects such as homebuyer education training, preparing a market study, and seeking staff 40 support and office space. They have been awarded a one-time stipend worth approximately$10,000 41 from The Enterprise Foundation. Vice Chair Kadlecek pointed out that the Housing Authority has been 42 gracious to offer the use of its boardroom so that LCAHI may hold its monthly meetings. 43 44 9. Media questions—no one from the media was present at tonight's meeting. 45 46 47 48 49 50 -4- IL 1 10. Adjournment 2 3 Chair Williams adjourned the meeting at 7:25 p.m. 4 5 SEAL ,••...............h APPROVED BY, 6 0''�� OfTHF 9 • a �SE 10 i , • NEW MEXICO ' 7/—)� i* , 11 -_ '•'1961.<' rances F.William ' s Chairman 12 "'zoo'•. ti •......•••''�� 13 ,a 14 •...... 15 16 17 SUBMITTED BY, 18 19 20 21 2 J. L Wingard, E cu ve Dire for 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-