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03-23-1999 I MINUTES OF A SPECIAL MEETING OF 2 THE HOUSING AUTHORITY OF THE CITY 3 OF LAS CRUCES BOARD HELD ON 4 MARCH 23, 1999 5 6 The Board Meeting of the Housing Authority of the City of Las Cruces was held at 5:10 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. Velarde, 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 Joe Saldana, Asst. Community Activities Coord. 27 Maria Fahrenkrog, CLC HOME Rehab. Program 28 Ted Shelton, ASA Architects 29 Ray Vigil, ASA Architects 30 Cruzita Herrera 31 2. Public Participation 32 a. Montana Senior Village LLC presentation 33 34 Mr. Shelton & Mr. Vigil of ASA Architects gave a brief presentation on the design of the new Montana 35 Senior Village LLC development. They referred to a display chart depicting the design of a 24-unit 36 apartment complex. It will be a three-story building and consist of twelve one-bedroom and twelve two- 37 bedroom units. Each unit's kitchen area will have plenty of counter space, a closet/pantry area plus 38 generous bedroom space. They also have adaptability options. The one-bedroom units measure 602 39 square feet while the two-bedrooms are 820 square feet. The two-bedroom units will be at the end 40 of each side of the complex with individual balconies. An elevator and stairway will be the central 41 cores of the building. The elevator is of residential grade that meets the handicap requirement. A 42 laundry facility with three washers and dryers will be located on the first floor. The entire complex will 43 have a sprinkler system installed. The exterior will have basic stucco, steel railings and asphalt 44 shingles. The complex meets the threshold on parking which is approximately two and a half cars per 45 unit. 46 47 3. Approval of the Minutes for a Regular Meeting held on February 23, 1999. 48 Chairman Williams entertained a motion to approve the minutes for February 23, 1999. Moved by 49 Commissioner Abitz. Seconded by Commissioner Ryan. All voted in favor. Motion carried. 1 52 4. Presentation of Financial Reports by Executive Director. 53 54 The Board appreciated the efforts that Mr. Wingard and Ms. Hansen put in consolidating the financial 55 report that talks about the 29 funds managed by the Housing Authority. Chairman Williams entertained 56 a motion to approve the financial reports. Moved by Vice Chair Kadlecek. Seconded by Commissioner 57 Abitz. All voted in favor. Motion carried. 58 59 5. Approval of Payments for February 1999. 60 61 The Board talked about the cease of future copies of the check register included in their packets. They 62 will address this issue under Resolution No. 647 and formally vote on the matter. Chairman Williams 63 entertained a motion to approve the payments for February 23, 1999. Moved by Vice Chair Kadlecek. 64 Seconded by Commissioner Abitz. All voted in favor. Motion carried. 65 66 6. Resolutions to be approved. 67 68 i. Resolution No. 647 - A Resolution Updating Check Signing Procedures. 69 70 This is resolution is necessary to clarify and modify existing check signing procedures. The current 71 procedures call for disbursement checks less than $700 to be stamped utilizing a check signing machine 72 that bears the names of the Executive Director and Deputy Director. The exception to this has been 73 payroll checks, which have been hand signed despite the amount. All checks $700 and over have been 74 hand signed by any two Housing Authority staff or board members having signature authority. These 75 include the Executive Director, Deputy Director, Chair and Vice Chair. 76 77 According to the revised bylaws, Article 3 Section 5 states that the Board seeks a more active role in 78 approving checks for payment by requiring the countersignature of either the Chair or Vice Chair on all 79 disbursements. Another revision being sought is using the check signing machine for all checks less 80 than $1000. All other checks from $1000 and above will require two hand signatures. If neither the Chair 81 nor Vice Chair was available by telephone or E-mail within twenty-four hours after being contacted, the 82 Executive Director and Deputy Director will have authority to sign checks as required. The Board 83 requested to have check registers excluded from their monthly packets. 84 85 Chairman Williams entertained a motion to approve Resolution No. 647 as amended. Moved by Vice 86 Chair Kadlecek. Seconded by Commissioner Ryan. All voted in favor. Motion carried. 87 88 89 ii. Resolution No. 648 - A Resolution Authorizing the Determination of the Ranking 90 Committee for the TOP Proposal. 91 92 Ranking Committee members Andrew Holguin, Hope Bueno and Commissioner Chacon reviewed the 93 proposals. They have scheduled an interview with a top candidate for Thursday, March 25. The top 94 candidate's proposal addressed job training and the possible job placement. The Committee would like 95 to make a determination and seek Board authorization to negotiate a contract with the highest ranked 96 firm. They noted that any contracts under the TOP program will be subject to and contingent upon HUD 97 approval. Chairman Williams entertained a motion to approve Resolution No. 648. Moved by 98 Commissioner Ryan. Seconded by Commissioner Abitz. All voted in favor. Motion carried. 99 100 101 2 Q, 102 7. Written Staff Report to include Action Items. 103 104 b. Administrative Officer 105 106 ✓ACTION ITEM- HACLC Personnel Policies & Procedures Manual 107 108 Ms. Levey reported that in subsequent discussions with*Mr. Wingard, they decided that it would be in 109 the best interests of the HACLC to revise the current HACLC Personnel Policy, adopted and approved 110 by the Board of Commissioners in May 1995. The Housing Authority is requesting authorization to go 111 11on with a complete and legally compliant revision of the HACLC Personnel Policy, based on the Model 112 Personnel Policy obtained from the Council on Education in Management. To date, seven (7) resolutions 113 have been approved, amending the Personnel Policy. It is the Housing Authority's full intent to insure 114 that the spirit of the current Personnel Policy approved in May 1995 will be incorporated into the revised 115 policy. In addition, updated written policies will ensure consistency of treatment and will help avoid 116 unnecessary litigation. In keeping with current practices and recommendations in human resources, 117 HACLC mangers will be encouraged to provide input. 118 119 Further, the HACLC is requesting the opportunity to prepare an RFP for organizational and salary 120 comparability studies. This is due to the necessity of completing the revisions in a timely manner. In 121 addition, the agency is taking into consideration the work on the SuperNOFA, which has been issued and 122 is due between April - June 1999. The Board of Commissioners will review the proposed draft of the 123 personnel policy and the proposals for organizational and salary comparability studies and will have final 124 approval when both proposals are acceptable. 125 126 Chair Williams entertained a motion authorizing the HACLC to proceed with revising its personnel policies 127 and procedures plus preparing an RFP for organizational and salary comparability studies as requested. 128 Moved by Vice Chair Kadlecek. Seconded by Commissioner Ryan. All voted in favor. Motion carried. 129 130 Ms. Levey reported that the Housing Authority is in the process of filling the Housing Inspector position 131 since current employee Les Williamson vacated it and returned to a previous position he held with the 132 Authority as a Carpenter Foreman. Ms. Levey went on to say that this personnel action is compliant with 133 the personnel policies and procedures. Mr. Williamson will go from a regular hourly employee to that of 134 an "at-will" temporary salaried employee. 135 136 Chair Williams asked about the status of the FSS Coordinator/Mainstream Housing Counselor. Mr. 137 Wingard responded that they combined this position since HUD will phase out the FSS program. By 138 redirecting support services, the prospective employee will coordinate the 60 Section 8 Vouchers for the 139 disabled. The Housing Authority has amended the position and will be regular full-time. It will be 140 readvertised. 141 142 Because a determination on the proposal has not yet been received from Ron Gurley, New Mexico 143 Works, there is a lack of funding for the position of Construction Superintendent. Therefore, this position 144 will not be filled until the Housing Authority has been notified by Mr. Gurley. 145 146 Al Vizcarra, CAP Coordinator will attend the Gang Prevention Conference for Public Housing, sponsored 147 by U. S. Dept. of HUD on March 21 - 23, 1999 in Houston, TX. Also, attending this conference is CLC 148 Police Officers Joe Sellers, Tom England, Mark Thompson, and Leon Barela. The HACLC made 149 funding for this trip possible through an drug elimination grant. 150 3 151 C. Community Activities Coordinator 152 153 About the mural painted on a wall at the Valley Drive housing development, Chair Williams stated that 154 businessman John Moen is prepared to honor his part of the agreement. Last fall the HACLC brought 155 this issue to the Board's attention when residents in the vicinity raised concerns that the mural would 156 have a negative impact on the neighborhood. However, the young people residing in the housing 157 development did not feel that this was the case. Both parties finally agreed that the mural would stay 158 temporarily while Mr. Moen offered to help the teenagers come up with an alternative plan. Mr. Saldana 159 stated that young people decided to have T-shirts printed up depicting the mural for them to wear. 160 161 In Mr. Vizcarra's report, he said under the Multi-Family Drug Elimination Grant, the Resident Economic 162 Development Program has been completed. Six participants have been placed and will now work full- 163 time. Three out of six are in the process of purchasing their own mobile home and are no longer on 164 welfare. Commissioner Ryan requested a summary about who were the participants, who is working full- 165 time, and those who are no longer on welfare. 166 167 d. Deputy Director 168 169 The Board noted that HACLC is far behind on vacancy. Mr. Hassell responded that it is centered around 170 maintenance. He has six crew members working on either work orders and/or unit preparation. Earl 171 Mayne follows up by inspecting the units to ensure the quality of work is performed. They have a ten day 172 period in which to prepare a unit. Chair Williams asked if unit preparation work can be contracted out. 173 Mr. Hassell responded that he has spoken to local vendors. One company's primary duty is preparing 174 mobile homes. Because of the time constraints to prepare HACLC units, potential contractors would 175 have to put their jobs on hold while addressing the HACLC's needs. 176 177 Chair Williams asked if the Housing Authority would consider hiring more maintenance employees. Mr. 178 Hassell responded that the Authority is holding to the standard of one maintenance employee to every 179 100 units. He is changing the way things have been done in the Maintenance Department. Vice Chair 180 Kadlecek commented that the private sector keeps a "skeleton" crew on staff and uses contractors when 181 the volume of work increases. Perhaps the Housing Authority could follow suit have a series of pre- 182 approved; have pre-arranged contracts; handyman; have Mr. Williamson do non-routine work. Vice Chair 183 Kadlecek asked if HUD penalizes the HACLC for exceeding ten day period time frame. Mr. Holguin 184 responded that the PHMAP score for unit turnaround will be negatively impacted. Chair Williams asked 185 what Mr. Ortiz is doing. Mr. Hassell answered that the Maintenance Foreman is occupied responding 186 to work orders. Mr. Hassell is looking at outsourcing the heating and cooling work to a contractor. He 187 went on to say that he is the looking at the possibility of collaborating efforts with Mr. Tim Bravo and 188 LCHS students. Chair Williams commented if a linkage with San Andres students - direct supervision 189 of tree pruning. 190 191 e. Modernization/Maintenance Manager 192 193 Commissioner Ryan commented that the units on Ash, Locus, and Mulberry look really good with the new 194 paint job. 195 196 f. Tenant Selection Coordinator 197 198 Chair Williams asked about the chart referring to Section 8 Certificates and Vouchers. Ms. Talamantes 199 explained that 393 participants are currently in the Section 8 Certificate program. 21 new participants 200 have been issued certificates and are trying to find landlords who would be willing to participate in the 201 Section 8 program. The Voucher program has 73 current participants while the HACLC has issued 35 202 new vouchers. These participants too seek landlords who would be willing to participate in the Section 203 8 program. 204 4 205 g. Executive Director 206 207 ✓Action Item-2620 Fairway 208 209 In response to Board request for the possible disposal of the 2620 Fairway four-plex, Mr. Wingard 210 reported that the Housing Authority currently fully occupy the units with three elderly residents below 80% 211 of median income. Another elderly resident who is a retired HACLC employee provides site services 212 (while paying rent, $329 plus gas/electric). The four-plex has accrued unrestricted reserves of$33,000. 213 It is owned without debts or liens therefore the equity value equals the appraised value. 214 215 Mr. Wingard's recommendation is to hold the cash reserves for possible use with the Montana Senior 216 Village LLC(an eligible activity) and to use the property value when deemed necessary or desirable. The 217 HACLC acquired it in 1989 at a sales price of $133,000.00. Vice Chair Kadlecek suggested that the 218 HACLC should consider selling the property. Mr. Wingard replied that eventually he will bring up the idea 219 tater. 220 221 8. Discussion on Quality Housing &Work Responsibility Act of 1998. 222 223 At Chair Williams' request, they had a brief discussion on the Quality Housing and Work Responsibility 224 Act of 1998. Management staff will focus on the Act at the April 29 Strategic Planning Session. Included 225 in the board packets were an agency plan production schedule and a brief summary on the Act. 226 227 9. Incidental Reports 228 229 Copies of the CDBG HOME Rehab. Report, personnel report and FSS and Housing Insights newsletters 230 were included in the board packets. 231 232 10. New Business - no new business was brought before the Board. 233 234 11. Media Questions - no one from the media was present at the meeting. 235 236 12. Adjournment. 237 238 Chair Williams entertained a motion for adjournment. Moved by Vice Chair Kadlecek. All voted in favor. 239 Motion carried. Adjournment 7:45 p.m. 240 ' '"�� APPROVED BY, 241 SEAQ. GF THE 242 vej, y ••ti 243 244 245 `�sic s WE MEXICO. y 246 Frances' O. Milliams, Chairman 247 248 ,..'*. 249 ~� .. 250 SUBMITTED BY, 251 252 253 254 �1 255 J. L Wing d, Ex tive Di ector 5