The Housing Authority of the
City of Colorado Springs Board of Commissioners will hold its Regular Meeting on
Thursday, August 19, 2010 at 2:30 p.m. in the Housing Authority Offices located
at 831 South Nevada Avenue, Colorado Springs, Colorado.
ORDER OF BUSINESS
I.
ROLL CALL
II.
APPROVAL OF MINUTES OF THE REGULAR
MEETING HELD 7/15/10
III.
CITIZEN DISCUSSION
(Limited to five minutes.)
IV.
EXECUTIVE DIRECTOR’S REPORT
A.
Update – Senior Center and Human Services Complex
B. Conversion
of Public Housing to Section 8
C.
Status of the Consolidation of Section 8 Housing Choice Programs –
El Paso County and Manitou Springs
D. Revised
Personnel Policy Update
E. Atlanta,
Georgia Opening of Section 8 Waiting List
F. Issuance
of RFQ for Insurance
G.
Results of ARA Review of Contracted Managed Properties
H. Closure
of Pikes Peak Properties’ 2010 Management Review by CHFA
I.
Notification of Tax Credit Request – Citadel Family Apartments
V.
REPORT ITEMS:
A.
Housing Project Development
1.
Senior Heritage Refinance
2.
Whitney Young
B. Finance/Administration
1.
Financial Reports
2. Presentation on EIV
System
3. Write Off Vacated
Accounts
4.
Investments
5.
Information Technology
C.
Operations
1.
Section 8 Program
2.
Management/Maintenance of Managed Properties
3.
Affordable Housing Monthly Report
4.
Eligibility/Intake
5.
Modernization
6.
Golden Circle Nutrition Program
7.
Homeownership
VI.
NEW BUSINESS:
A. Results
of Discussion with City Regarding Salaries and Benefits for 2011
B.
Salary Survey for Housing Authority Employees
C.
Approve Travel Expenses for NAHRO National Convention
D.
Any Other Business to Come Before the Board
VII.
EXECUTIVE SESSION
-
Personnel Matters
VIII.
ADJOURNMENT
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On the 15th day of July, 2010 at 2:30 p.m., the
Housing Authority of the City of Colorado Springs met in Regular Session at its
Asset Management and Maintenance Facility located at 335 South Wahsatch Avenue,
Colorado Springs, CO 80903.
I.
ROLL CALL
The following members of the body were in attendance:
COMMISSIONERS: Terrence
Zebarth
Cycily Harding
Roland Laning
Donnis Martin
James Ringe
Larry Small
ABSENT: None
EX OFFICIO: E.D. Montoya
RECORDING SECRETARY: Susan E. Kirk
ALSO IN ATTENDANCE: John Rasmussen,
Assistant Executive Director-Finance and
Administration
Chad Wright, Assistant Executive Director
- Operations
Cece Martinez, Supervisor of GCNP
Judy Scandura, Section 8 Supervisor
Nadine Garcia, Housing Specialist II
Pam Simon, Asset Management Supervisor
Nettie Ausborne, Administrative Technician - Intake
Jeff Kunkle, Info. Systems Analyst III
Mike Burks, Supervisor of Maintenance
Ms. Robbins, Senior Accountant
Carla Payne, Citizen
Diane Stevens, Friends of the C.S. Senior Center
Chairman Zebarth called the meeting to order at 2:32 p.m.
He proceeded with presenting Mr. Montoya with a Resolution of
Appreciation for his role in the construction and renovation of the Wahsatch
facility. Mr. Montoya was also
presented with a plaque dedicating the downstairs meeting room as the Gene
Montoya Conference Room in his honor.
II.
APPROVAL OF MINUTES OF THE REGULAR
MEETING HELD JUNE 17, 2010:
Motion was made by Commissioner Ringe, seconded by Commissioner Harding,
that the Minutes of the Regular Meeting held June 17, 2010 be approved as
presented. Motion carried
unanimously.
III.
CITIZEN DISCUSSION:
(Limited to five minutes)
Diane Stevens introduced herself as President of the Friends of the
Colorado Springs Senior Center. She
attended the meeting because she had understood that the Housing Authority was
interested in adopting the Senior Center. The
Friends of the Senior Center are very supportive of what the Authority is trying
to do, and explained that there are many people throughout the community who are
watching what is happening.
Mr. Montoya commented that the Authority is involved in discussions with the
City to continue providing an important service to the community and is hopeful
an agreement can be reached.
IV.
EXECUTIVE DIRECTOR’S REPORT:
A. Consolidation of Housing
Choice Vouchers:
Staff continue to meet with Manitou Springs and El Paso County regarding
consolidation of the Section 8 programs. The
process of consolidation will begin as soon as a consensus is reached.
B. Debt Coverage
Waivers:
The debt coverage waivers discussed at last month’s meeting have been
obtained, and the audits have been completed.
C. Capital Fund
Program:
The submission to HUD for the 2010 capital fund program has been completed,
which included several documents along with a signed ACC Contract.
D. Discrimination
Complaints:
No further information has been received on the two discrimination complaints
which have been filed with the Colorado Civil Rights Commission.
The Authority has responded to all of the requests for information.
E. Rio Grande
Village:
As of this date, all of the hot water heaters in Phase I of Rio Grande
Village have been replaced. Mr.
Rasmussen has been in contact with the insurance representatives.
F. Personnel
Policy:
Staff has been meeting with the Authority’s personnel attorney over the past
couple of months going over the Personnel Policy and making revisions.
Once a draft is prepared, it will be presented to the Board for review
and discussion at the following meeting. Target
date for completion is January 1 of 2011.
G. Payoff of GCNP
Loan:
Staff recommendation was to proceed with paying off a $23,000+ loan to PPACG
which was given to the Golden Circle by the State when it started many years
ago. Now, when costs are incurred,
the Authority is not reimbursed for up to two months.
Once the loan is paid off, the Authority would be reimbursed immediately.
H. Senior Heritage:
The refinance of Senior Heritage continues to move along.
It should be closed by the end of the year.
I. Building Lease:
Mr. Montoya was approached by Chuck Murphy with regard to leasing a building
located directly behind the Wahsatch facility.
Mr. Montoya feels this is a good facility which could be used in the
future.
Discussion followed with the Commissioners.
Negotiations will continue.
J. Pikes Peak
Senior Apartments:
Mr. Wright reported that the developer is drawing up a sample partnership
agreement, which will reflect the items which were negotiated with the
Authority. The developer is in the
process of pulling permits and closing on the project.
K. Third Party
Management Review:
During a previous meeting, the Board indicated they would like to see a third
party management opinion on the Authority’s managed properties. The
first company to respond was Ken Greene, from ARA Apartment Realty Advisors.
Mr. Rasmussen gave background on what steps he has taken to obtain this
review.
A meeting was held with Mr. Greene along with Housing Authority staff.
He stated that he would be pleased to look at the reports and recent
rental history. He called yesterday
and stated that he had looked over the information, and would like to meet next
Tuesday afternoon at 2:00 p.m. Up to
this point, they have provided their services at no charge.
L. HUD
Correspondence:
Three pieces of correspondence were received from HUD regarding the Section 8
Program’s appeal of the SEMAP score. Although
a response was received to Ms. Scandura’s appeal, it appears HUD will not be
making an adjustment to the score.
M. Letter of
Understanding:
A letter of understanding with the City regarding Franklin Square was included
in the Board packets. Mr. Wright
explained that this is one of the two key steps which need to be taken to
implement the plan for Franklin Square. The
first was to move from a loan agreement to a grant agreement, and this document
does that. The second step is the
release of the lien, which is in process.
N. Reviews by CHFA:
Extensive reviews of the multi-family projects were recently conducted by CHFA.
The results of those reviews were included in the Board packets.
Responses to their findings are being prepared.
Mr. Montoya went over specific items in detail, and expressed some
concern in the way CHFA had presented these findings, that being the inclusion
of non-audited information. That
information was presented as though it were an audit finding when it had no
bearing on the audit whatsoever. The
Authority will ask that this information not be included as part of an audit in
the future.
V.
REPORT ITEMS
A. Housing Project Development:
1. Tax Credit
Presentation:
Mr. Montoya handed out a federal low income housing tax credit program
presentation for Board discussion. He
explained that the primary benefit of having a Housing Authority involved in
this program is in the tax exempt status, which helps with the overall financial
costs of the project. In discussing
parameters of the program, the Board’s criteria for participation in past
projects was reviewed.
It was explained that, to date, the Colorado Springs Housing Authority has
brought tax exempt status to the projects it has participated in, with
compensation to the Authority in the form of an up front fee, an ongoing fee,
first right of refusal, and/or forced lower rents.
The other way the Housing Authority could utilize this program would be
to participate as a general partner. The
Authority has the potential to participate in a tax project as a partner and
owner. As the general partner, the
developer’s fees could be split. The
Authority would own the project and manage it (or have a management company
manage the property). Mr. Wright
commented that in the current environment, this may be the only way to develop
affordable housing. By participating
in this program as an owner, a project can be made affordable without a large
infusion of capital.
Discussion followed, and Rio Grande Village was used as an example.
Use of the low income tax credits could have been helpful in preventing
the infusion of the large amount of funds necessary to make the project
affordable.
Commissioners expressed the opinion that this is information which they
will keep for future reference.
2. Senior Heritage
Refinance:
Discussed previously in the meeting.
3. Whitney Young:
Ms. Ausborne has been to the site working with the tenants.
However, several problems have been encountered.
Mr. Wright explained that they have been working with HUD to address the
confusion. Representatives will be
coming down next Thursday to meet and address concerns.
B. Finance/Administration:
1. Financial Reports:
Mr. Rasmussen reviewed the financial report in detail.
The check register payment detail report was also included as an informational
item.
2. Write Off
Vacated Accounts:
Commissioners reviewed the write off of fourteen vacated accounts for June,
2010. Reasons for the large dollar
amounts as well as the increased number of accounts were discussed.
The primary reason is the HUD-required Enterprise Income Verification
System. Much information which was
not previously available can now be accessed.
It appears that public housing clientele will be completely reviewed
through the EIV system at least once by the end of the year, so the number of
non-reported incomes should slow down.
Following discussion, motion was made by Commissioner Martin, seconded by
Commissioner Ringe, as follows:
RESOLUTION NO. 1965
THE BOARD OF
COMMISSIONERS OF THE HOUSING AUTHORITY
OF THE CITY OF COLORADO SPRINGS, COLORADO, HEREBY
APPROVE WRITING OFF FOURTEEN VACATED ACCOUNTS
TOTALING $13,053.38 FOR THE MONTH OF JUNE, 2010.
AYES: Terrence
Zebarth
Cycily Harding
Roland Laning
Donnis Martin
James Ringe
Larry Small
The following voted:
NAYS: None
The motion was declared carried and the Resolution
adopted.
3. Investments:
There were no purchases or maturities during the month of June.
4. Information
Technology:
Mr. Kunkle reviewed his report with Commissioners, explaining that the audio
visual equipment for the Wahsatch facility would be installed during August, and
over two thousand pounds of computer equipment was disposed of from the basement
of Lowell School. The installation
of high speed lines in the senior buildings will enable the issuance of key
fobs, similar to key cards, for those tenants.
Training on new HAB software continues.
5. Quarterly Fraud
Report:
No fraudulent activity was reported during the second quarter of 2010.
6. Resolution
Accepting 2009 Audit Reports:
Mr. Rasmussen reported that all of the audit reports were clean with no
findings. A letter with several
minor recommendations was handed out from the auditing firm to the Board
members. Overall, Mr. Montoya stated
that the staff have done a great job getting items corrected that were
important, and implementing systems to prevent further problems.
Thereafter, motion was made by Commissioner Ringe, seconded by
Commissioner Small, as follows:
RESOLUTION NO. 1966
THE BOARD OF
COMMISSIONERS OF THE HOUSING AUTHORITY
OF THE CITY OF COLORADO SPRINGS, COLORADO, HEREBY
ACCEPT THE 2009 AUDIT REPORTS AS PRESENTED.
AYES: Terrence
Zebarth
Cycily Harding
Roland Laning
Donnis Martin
James Ringe
Larry Small
The following voted:
NAYS: None
The motion was declared carried and the Resolution
adopted.
C. Operations:
1. Section 8 Program:
Mr. Scandura reviewed the report with Commissioners. She
explained that 77 ports have been absorbed.
It is anticipated that the program will be over leased for the second
part of the year.
Ms. Scandura reviewed the Special Programs Report, showing that the Housing
Allowance Program is now below 80. Virtually
all of the program participants have been moved over to the Section 8 program.
The Inspection Report was presented for the Commissioners’ review.
2. Public Housing
and Managed Properties Occupancy Report:
Ms. Simon explained that staff are working with Amp 2 to improve their vacancy
turnover status. Managed properties
are down slightly. There has been a
problem with vacancies at Centennial Plaza.
Rio Grande Village has three vacancies for a total of 97% occupancy.
Monthly re-exams have been completed.
The UPCS inspections are on target.
Mr. Burks reviewed the work order totals for the month.
The work order count has increased. This
is partly due to the fact that vacancies are increasing, and as fast as they are
being turned over, others are coming in. Temporary
workers have been hired for each zone to deal with vacancies and prep units.
3. Affordable
Housing Monthly Reports:
John Rasmussen reviewed the affordable housing report in detail.
4. Eligibility/Intake:
Ms. Ausborne reviewed a corrected eligibility report.
A presentation from the Eligibility Department will be made at the next
Board meeting.
5. Modernization:
Mr. Burks reported that there was not much new.
Reporting requirements for the ARRA funds are being met.
6. Golden Circle
Nutrition Program:
Ms. Martinez explained that June is the end of the fiscal year.
The newsletter from the dietitian was included in the Board packet.
Highlights of her report were reviewed.
Wyndam Place should be licensed next week to begin a meal program at that site.
7. Home Ownership:
Ms. Scandura reviewed the home ownership report.
A line item for short sales has been added.
There have been five year-to-date. Also
included were three new notices of pending foreclosure.
Further information and discussion will be held on the possibility of
reopening the homeownership or a similar program in the future.
(Commissioner Ringe exits.)
VI.
NEW BUSINESS:
A. Salary Survey:
Mr. Montoya explained that the Board had
conducted discussions previously regarding merit pay.
He stated that administering a merit pay program becomes a difficult
task. Therefore, it was Mr.
Montoya’s recommendation to conduct a salary survey.
The personnel attorneys are currently working on a revision to the
Personnel Policy and a system for employee performance reviews.
Because of the current budget circumstances with the City, he feels that
the salaries should be reflective of the Housing Authorities rather than the
City salaries. The way the
Authority’s salaries have been calculated in the past is to match to a
comparable position within the City. Mr.
Montoya feels the salary survey would cost about $35,000.
With this survey, a benchmark could be established, and the salaries
could then be adjusted on a yearly basis. Mr.
Rasmussen has taken the lead in preparing an RFQ for this survey, looking at
agencies of comparable size, same size community, geographic region, etc.
In researching this matter, Mr. Rasmussen found that most authorities
have a survey done every 3-10 years. Revisions
to the Personnel Policy and classifications are made at the same time.
During discussion which followed, Commissioner Small stated that he would not
mind doing a survey if the Authority administered its own personnel and had a
personnel department. He feels if
the Authority creates its own salary classifications within the City, it will
come at a high cost. He stated that
unless there is a strategic reason to do it and use it, it creates more
controversy than it is worth. Commissioner
Small would like to see the employees fairly recognized for the good job they
do, and suggested that staff find a way to do a merit pay system.
He does not feel that a salary survey will help to solve that problem.
He would like to know what it takes to compensate the best workforce and
retain those employees. This should
be the focus. He feels a salary
policy would be the solution. He
suggested that staff, when meeting with the personnel attorneys, discuss merit
pay systems that they have been involved with and come back with additional
solutions. Commissioner Small feels
if there is $35,000 available for a salary survey, he would like to see those
funds go to the employees.
Staff will continue to come up with recommendations for the next meeting.
D. Other Business:
Mr. Montoya asked to move into Executive Session for the purpose of
discussing contract negotiations and personnel matters.
Motion was made by Commissioner Laning, seconded by Commissioner Small to
move into Executive Session. Motion
carried unanimously. Mr. Montoya
asked that Messrs. Rasmussen and Wright remain for the discussion.
During Executive Session:
Mr. Montoya discussed a personnel matter regarding
fitness for duty evaluations and the process being undertaken.
Contract negotiations involved strategy in moving forward in discussions
with the City. Structuring of
departments within the Authority and philosophy for future services was also
discussed.
A motion to move back into Regular Session was made by Commissioner Martin, and
seconded by Commissioner Harding. Motion
carried unanimously.
VII.
ADJOURNMENT
There being no further business to come before the Board, motion was made
by Commissioner Laning, seconded by Commissioner Harding, to adjourn the
meeting. Upon unanimous vote, the
meeting was declared adjourned at 5:40 p.m.
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The Housing
Authority of the City of Colorado Springs Board of Commissioners will hold its
Annual Meeting on Thursday, April 15, 2010 at 2:30 p.m. at the Housing Authority
Office located at 831 South Nevada Avenue, Colorado Springs, Colorado.
ORDER OF BUSINESS
I. ROLL
CALL
II. APPROVAL
OF MINUTES OF THE ANNUAL MEETING HELD APRIL 16, 2009
III. ELECTION
OF OFFICERS (Chairman and Vice
Chairman)
IV. ADOPT
SIGNATURE RESOLUTION FOR BANK ACCOUNTS
V. APPOINTMENT
OF AUDIT COMMITTEE MEMBERS
VI.
ADJOURNMENT
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On the 15th of April, 2010 at 2:30 p.m. the
Housing Authority of the City of Colorado Springs held its Annual Meeting in the
Lowell School Building at 831 South Nevada Avenue, Colorado Springs, Colorado.
I.
ROLL CALL
The following members of the body were in attendance:
COMMISSIONERS: Terrence Zebarth
Donnis Martin
James Ringe
Larry Small
ABSENT: Cycily
Harding
Roland Laning
Chad Wright, Assistant Executive Director
- Operations
Mike Burks, Supervisor of Occupancy
Cece Martinez, Supervisor of GCNP
Jeff Kunkle, Info. Systems Analyst III
Jeanne Thomason, Housing Specialist II
Ms. Robbins, Senior Accountant
Carla Payne, Citizen
Chairman Zebarth called the meeting to order at
2:30 p.m.
II.
APPROVAL OF THE MINUTES OF THE ANNUAL
MEETING HELD APRIL 16, 2009:
Motion was made by Commissioner Martin, seconded by Commissioner Ringe,
to approve the Minutes of the Annual Meeting held April 16, 2009 as presented.
Motion carried unanimously.
III.
ELECTION OF OFFICERS:
Chairman Zebarth opened the floor for nominations of Chairman and Vice
Chairman. Motion was made by
Commissioner Small, seconded by Commissioner Martin, to retain the current
officers, and re-elect Terrence Zebarth as Chairman and to re-elect James Ringe
as Vice Chairman. Upon a Call for
the Vote, the motion carried unanimously.
IV.
ADOPT SIGNATURE RESOLUTIONS FOR BANK
ACCOUNTS:
Since there were no changes in the appointments of Chairman and Vice
Chairman, no additional signature adoptions were necessary.
V.
APPOINTMENT OF AUDIT COMMITTEE
MEMBERS:
Chairman Zebarth explained that all of the Board members serve as members
of the Audit Committee, so a separate appointment would not be necessary.
However, only three would be required to constitute a quorum.
VI.
ADJOURNMENT:
There being no further business to come before the Commissioners, motion
was made by Commissioner Ringe, seconded by Commissioner Martin, to adjourn the
meeting. Upon unanimous vote, the
meeting was declared adjourned at 2:32 p.m.
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