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06-15-1999 I MINUTES OF A REGULAR MEETING OF 2 THE HOUSING AUTHORITY OF THE CITY 3 OF LAS CRUCES BOARD HELD ON 4 JUNE 15, 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 S. 7 San Pedro, in the City of Las Cruces, State of New Mexico. 8 1. Roll Call. 9 10 The meeting was called to order by James M. Kadlecek, Vice Chairman . 11 - 12 MEMBERS: Trevas Y. Ryan, Commissioner 13 Rita J. Abitz, Commissioner 14 Sylvia I. Chacon, Commissioner 15 16 ABSENT: Frances F. Williams, Chairman (excused) 17 18 . OTHERS: J. L. Wingard, Executive Director 19 Sam Aguirre, HACLC Attorney 20 Caroline J. Velarde, Executive Secretary 21 Tom Hassell, Mod./Maint. Manager 22 Sharon Hansen,Accountant 23 Robbie Levey, Administrative Officer 24 Blanca Talamantes, Tenant Selection Coord. 25 Al Vizcarra, Community Activities Coordinator 26 Hope Bueno, Truant Officer/Recreation Aide 27 Fred Rubio, FYI - Community Projects Coord. 28 Cecilia Hidalgo, Americorp volunteer 29 Denise Sanchez, Americorp volunteer 30 31 Vice Chair Kadlecek noted that Chair Williams cannot attend tonight's meeting since she is out of town. 32 33 2. Public Participation. 34 35 a. Community Service Award - Fred Rubio 36 37 Mr. Vizcarra reported that Mr. Fred Rubio has helped the HACLC youth by donating books and 38 initiating a reading program for its youth called the "Reading Roadrunner Program." Mr. Rubio also 39 volunteers at many local schools throughout Las Cruces. The Community Activities Program along 40 with the Housing Authority recognized Mr. Rubio for being there for the kids and trying to make a 41 difference in their lives. He is a real asset to the entire community. The Board honored Mr. Rubio for 42 his efforts, accomplishments and for being a positive role model to the young people. They presented 43 him with a plaque and a couple of movie passes courtesy of Allen Theaters. 44 45 Mr. Rubio thanked the Board,the Housing Authority and the staff of the Community Activities Program 46 for the opportunity to make a difference in young peoples lives. He briefly explained that Families and 1 47 Youth, Inc., established the Reading Roadrunner Program along with Americorp. He serves as the 48 Community Projects Coordinator. The program involved children from kindergarten through fourth 49 grade. Volunteers were encouraged to read to the children thus showing them that reading can be an 50 enjoyable passtime and that it is a vital necessity of life. He talked about children who expressed how 51 the reading program made a difference in their lives. Some were reading below their grade level while 52 others learned how to read for the first time because somebody took the initiative to teach them the 53 fundamentals of reading a book. 54 55 3. Approval of the Minutes for a Special Meeting held on May 25, 1999. 56 57 Vice Chair Kadlecek entertained a motion to approve the minutes for May 25, 1999. Moved by ` 58 Commissioner Abitz. Seconded by Commissioner Ryan. All voted in favor and they carried the ` 59 motion. 60 61 4. Presentation of Financial Reports by Executive Director. 62 5. Financial Statements for the period ending May 31, 1999. 63 64 A review of the budget shows that total expenditures are in proportion with the budgeted expenditures. 65 The Housing Authority has expended some public housing funds on the remodeling of the office `'. 66 building. The commissioners requested that Mr. Azul La Luz of NuevaLight Enterprises give a 67 presentation at next month's meeting regarding the TOP grant. Vice Chair Kadlecek entertained a 68 motion to approve the financial reports. Moved by Commissioner Ryan. Seconded by Commissioner 69 Abitz. All voted in favor and they carried the motion. 70 71 6. Resolutions to be approved. 72 73 i. Resolution No. 652 - A Resolution Writing Off Uncollectible Accounts for the 74 Conventional Housing Program. 75 ii. Resolution No. 653 - A Resolution Writing Off Uncollectible Accounts for the 76 Section 8 New Construction Program. 77 iii. Resolution No. 654 -A Resolution Writing Off Uncollectible Accounts for the 370 78 Montana Property. 79 iv. Resolution No. 655-A Resolution Writing Off Uncollectible Accounts for the RTC 80 Property. 81 82 Resolutions Nos. 652-655 are annual write-offs of uncollectible accounts which accrue during the 83 course of the HACLC's fiscal year. These accounts will be submitted to a local collection agency for 84 their assistance. Vice Chair Kadlecek entertained a motion to approve Resolutions 652 through 655 85 as presented. Moved by Commissioner Ryan. Seconded by Commissioner Abitz. All voted in favor 86 and they carried the motion. 87 88 V. Resolution No. 656 -A Resolution Approving Signature Authority to Sell Homes 89 under the Home Ownership Program. 90 91 Mr. Holguin explained in his report that a sale of a home requires the signature on various and 92 numerous documents from the banks and title companies involved throughout the duration of sale. 93 Unfortunately the signatures required do not fall on one certain time. He pointed out a few documents 2 94 that require a signature be the option of sale; rent verification notice; correspondence on the tenant's 95 escrow; transfer of an appraisal; closing cost addendums; survey requests; HACLC mortgages and 96 notes; settlement statements, other correspondence to lending institutions (Fannie Mae, MFA, etc.); 97 home warranty documents and numerous other closing documents that they require to be signed with 98 at the title company. 99 100 Mr. Wingard reported that as property sales accelerate, it is becoming important in relation to 101 scheduling of closings that Mr. Holguin be authorized to execute closing documents. Otherwise, the 102 Executive Director or a Board member will need to be present. Mr. Wingard recommend that for 103 scheduling ease, Mr. Holguin be authorized to execute documents at sales closings. Vice Chair 104 Kadlecek entertained a motion to authorize signature authority to Mr. Holguin as recommended. 105 Moved by Commissioner Abitz. Seconded by Commissioner Chacon. All voted in favor and they 106 carried the motion. 107 108 vi. Resolution No. 657-A Resolution Approving the Commitment of$90,000 from the 109 5(h) Home Ownership Program, $19,578.15 from the Section 8 New Construction 110 Retro HAP/Valley Reconstruction Fund and $13,690.71 from the closed Missouri- 111 Boutz Project to the Montana Senior Village (MSV), LLC. 112 113 Mr. Wingard reported that this resolution commits $90,000 of 5 (h) sales proceeds (approx. 2 home 114 sales) to this endeavor. The principal amount will be recorded as a loan and recoverable upon LLC 115 dissolution and sale of property. Additionally, $19,578.15 from Section 8 New construction Retro 116 HAP/Valley Reconstruction fund and $13,690.71 from the closed Missouri-Boutz Project will be 117 transferred to the LLC to subsidize down rent levels, targeted for use at the existing building and 118 focused on the second floor units. Final closing is targeted for July 12, 1999. This infusion of capital 119 is necessitated principally by the concerns of The Enterprise Social Investment Corporation, who is 120 acting the role of syndicator(buying & selling tax credits), who desires that the development become 121 financially stronger. 122 123 Vice Chair Kadlecek entertained a motion to approve Resolution No. 657's total commitment of 124 $123,268.86 to the Montana Senior Village, LLC as requested by The Enterprise Social Investment 125 Corporation. Moved by Commissioner Ryan. Seconded by Commissioner Abitz. All voted in favor and 126 they carried the motion. 127 128 vii. Resolution No. 658-A PHA/IHA Board Resolution Approving Operating Budget or 129 Calculation of Performance Funding System Operating Subsidy. 130 131 This resolution authorizes HACLC staff to submit the federal operational budget for the time 7/1/99 to 132 6/30/2000. With total re-organizational staffing costs included, the budget will reflect an approximate 133 $54,000 deficit. Mr.Wingard's recommendation is to approve the budget to spur greater organizational 134 capability and if a deficit occurs, to cover it from the approximate $686,000 reserve the HACLC has 135 for its public housing activities. Additionally, as home sales accelerate, they can expect reserves to 136 be available for fewer actual public housing units. Vice Chair Kadlecek entertained a motion to 137 approve Resolution 658 as presented. Moved by Commissioner Ryan. Seconded by Commissioner 138 Chacon. All voted in favor and they carried the motion. 139 3 140 viii. Resolution No. 659 -A Resolution Adopting a Deconcentration Policy. 141 142 The format used for this policy was provided by the Department of Housing and Urban Development 143 (Albuquerque Office). Mr. Wingard stated that they require every housing authority in the nation to 144 amend its Admissions and Occupancy Policies and implement the Deconcentration policy. He briefly 145 explained that the policy wants to deconcentrate public housing sites by ensuring that housing 146 authorities are not housing all low and very low-income families in one geographical area. HUD 147 expects housing authorities to place higher income families in lower income developments and vice 148 versa. The Quality Housing & Work Responsibility Act of 1998 has mandated this change and will 149 become effective June 18, 1999. HUD will expect each Housing Authority to submit a report indicating 150 how they will commit to implementing the Deconcentration policy. 151 152 Vice Chair Kadlecek entertained a motion to approve Resolution No. 659. Moved by Commissioner 153 Abitz. Seconded Commissioner Chacon. Commissioners Abitz and Chacon voted in favor. 154 Commissioner Ryan voted against. Motion carried by the majority. 155 156 ix. Resolution No. 660-A Resolution Approving the Memorandum of Understanding 157 between the Las Cruces Public Schools and the Housing Authority of the City of 158 Las Cruces. 159 160 The memorandum of understanding was not available so,the Board tabled this resolution until the July 161 meeting. 162 163 X. Resolution No.661 -A Resolution Approving the Cooperation Agreement between 164 the Dona Ana County Housing Authority and the Housing Authority of the City of 165 Las Cruces. 166 167 Attorney Sam Aguirre negotiated with Dona Ana County Attorney, Lisa Warren on Agreement 168 language. He established a meeting with County Manager Fernando Macias that Vice Chair Kadlecek 169 also attended. The County was anticipating a merger between the two Housing Authorities. 170 Discussion followed about the details of the meeting that occurred. The agreement contains a clause 171 for either party to give a six-month's notice to cancel it. They mutually decided that a trial period is 172 necessary before integration takes place. A final revision concerning the mechanical details will be 173 prepared. The County Commissioners have tentatively scheduled to discuss the cooperation ?, 174 agreement at their June 22 meeting. 175 176 Vice Chair Kadlecek entertained a motion to approve the cooperation agreement. Moved by 177 Commissioner Chacon. Seconded by Commissioner Ryan. All voted in favor and they carried the 178 motion. 179 180 7. Written Reports to include Action Items. (No action items came before the Board.) 181 182 Administrative Officer 183 184 Ms. Levey reported that 16 part-time laborer trainees are participating in the NM Works Project. Four 185 of the 16 are HACLC residents. The HACLC plans to hire ten additional laborer trainees. She 186 reported on an FSS participant who successfully completed the FSS Program. The participant is 4 187 currently employed at Tresco, Inc. This individual accumulated approximately$7400 in an FSS Escrow 188 Account that will be used to purchase a mobile home for the entire family. 189 190 Deputy Director 191 192 About the Home Ownership Program, HACLC scheduled another closing for Friday, June 18. As for 193 identifying the HACLC's neighborhood housing sites, names were suggested for each development. 194 This will give the neighborhoods a private scene plus it will do away with the stigma that labels these 195 areas as "projects." The suggested names are as follows: 196 197 Proposed Name Location 198 Tres Arboles Place Mulberry, Ash, Locus Street 199 San Pedro Place San Pedro, Mesquite, Colorado, Arizona 200 Walnut Grove Complex Walnut, Lester, Stull, Dr. King Way, Taylor, Shannon 201 Jardines Alegres Village Bon Burt Lane 202 Jardines Verdes Village Burley Court 203 Montana Senior Village I & 11 370 Montana and the proposed units. 204 Valley Vista Complex Casa Dr., Casita Ct., Medina Dr., Dodgen Ct. 205 206 The Board commented that they liked the proposed names for each housing development. 207 208 Tenant Selection Coordinator 209 210 Ms.Talamantes reported that she has completed purging the waiting list. Files were reorganized while 211 updating information given to the Admissions Department by applicants. 212 213 Executive Director 214 215 Mr. Wingard reminded the commissioners that he will be on an annual leave from June 29 to July 10. 216 He stated that NAHRO's 1999 National Conference in Philadelphia, PA., (October 17-20)will conflict 217 with the October board meeting. He asked if the commissioners would like to consider postponing the 218 meeting until the November 16 board meeting. The Board replied that they would postpone the 219 meeting until November 16. 220 221 8. Incidental Reports. 222 223 Included in the board packets were courtesy copies of the CDBG HOME Rehab. Report, personnel 224 report and Housing Insights Newsletter. 225 226 9. New Business. 227 228 Commissioner Ryan wondered if the HACLC had heard anything from Joni Gutierrez of CLC 229 about the landscaping project. They have received no response yet. 230 231 Mr. Wingard mentioned that the HACLC will be advertising for legal services. The deadline for 232 submitting proposals will be Friday, June 18, 1999 at 4:00 p.m. 233 5 234 Both Vice Chair Kadlecek and Commissioner Ryan stated that they will not be available for the 235 August board meeting. 236 237 10. Media Questions. No one from the media was present. 238 239 11. Adjournment. 240 241 Vice Chair Kadlecek entertained a motion for adjournment. All voted in favor and they carried the 242 motion. 243 Adjournment 6:40 p.m. 244 245 SEAL,,,,,..•••••...,,, APPROVED BY, TWE 246 ey of c� '• 247 248 r / 249 'a • NEW MEXICO " *'a 1961 Kadlecek, Vice Chairman 250 y r 251 �� •.,;..,•- 5,�. 252 253 254 SUBMITTED BY, 255 256 257 , 258 259 J. Lein ard, Ex utiv Director 6 EXECUTIVE DIRECTOR: 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 July 21, 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 June 15, 1999. Sincerely, Caroline J. Velarde Executive Secretary encl.