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LAKEWOOD HOUSING AUTHORITY
REGULAR MEETING
Monday, July 24, 2006
5:30 p.m.
480 South Allison Parkway, Lakewood, CO 80226
Employee Relations Training Room
Members Present: Robert Sandridge, Chair
Joan Smith, Vice-Chair
Sandra Maben, Commissioner
Members Excused: Michelle Bollig, Resident Commissioner
Gari Westkott, Commissioner
Staff Present: Tami Fischer, Executive Director
Sabrina Pierre-Louis, Deputy Director
Garnette Hardesty, Administrative Assistant
Bill Lunsford, Affordable Development Manager
Carl Musso, Housing Accountant
Guests: Wendy Swanhorst, Swanhorst and Company, LLC
CALL TO ORDER
Bob Sandridge, Chair called the regular meeting of the Housing Authority for July 24, 2006 at 5:40 p.m. to order with roll being called by the Administrative Assistant. The Chair stated a quorum was present.
CHANGES AND MODIFICATIONS TO THE AGENDA
Changes were made to the agenda as requested. Tami Fischer requested that the Development Manager Report be moved in front of the Executive Director Report.
The Chair acknowledged that the June 26, 2006 regular meeting was cancelled. This meeting is the first regular meeting of the Lakewood Housing Authority since May 22, 2006.
APPROVAL OF THE MINUTES
A motion was made by Sandra Maben, seconded by Joan Smith to approve the regular
meeting minutes of Monday, May 22, 2006. The vote of the commissioners was as
follows:
Robert Sandridge: aye
Joan Smith: aye
Sandra Maben: aye
The motion carried.
A motion was made by Sandra Maben, seconded by Joan Smith to approve the special meeting minutes of Thursday, May 18, 2006. The vote of the commissioners was as follows:
Robert Sandridge: aye
Joan Smith: aye
Sandra Maben: aye
The motion carried.
A statement was added for clarification to the May 18, 2006 meeting minutes to read that: Jim Wagenlander, Board Attorney was present at this meeting in order to continue discussions regarding the internal review.
Sandra Maben asked to amend the motion to include the language to clarify the meeting minutes. Joan Smith seconded the amended motion. The vote of the commissioners was as follows:
Robert Sandridge: aye
Joan Smith: aye
Sandra Maben: aye
The amended motion carried.
A motion was made by Sandra Maben, seconded by Joan Smith to approve the special meeting minutes of Thursday, June 1, 2006. The vote of the commissioners was as follows:
Robert Sandridge: aye
Joan Smith: aye
Sandra Maben: aye
The motion carried.
A motion was made by Sandra Maben, seconded by Joan Smith to approve the special meeting minutes of Thursday, June 8, 2006. The vote of the commissioners was as follows:
Robert Sandridge: aye
Joan Smith: aye
Sandra Maben: aye
The motion carried.
FINANCIAL REPORTS
Wendy Swanhorst, presented the 2005 LHA audit to the board and staff. Wendy stated that within the audit was a section titled Management Discussion and Analysis. The Analysis is a way for the Housing Authority to tell the users of the report what happened during the year and what the numbers mean.
The statement of net assets shows where the Housing Authority was on December 31, 2005. Some of the financial presentation has been revised in the 2005 audit. The Housing Corporation is reflected in the audit for the first time. The Corporation is listed in the non-major enterprise funds along with 17th and Pierce Street, HOME and Zephyr.
The net assets section is what the auditors' key to see what the equity is at the end of the year. The auditors have no concerns based on their 2005 audit.
The statement on page two of the audit shows what happened during the year. Wendy encouraged the board and staff to read through the statement.
Wendy talked about the Management Letter that explains the results of the audit to the Board. The numbers within the report are fairly stated in all respects and in accordance with GAAP (Generally Accepted Accounting Principles).
Wendy mentioned that the auditors do look at internal controls. She stated that nothing significant was found to put in the letter.
Wendy commented that the Housing Authority's accounting system is becoming progressively more complex as the Housing Authority takes on more projects. She commended Carl Musso for doing such a great job in reporting the financial and investment reports.
Tami Fischer acknowledged the great job Carl has done on the month-to-month, week-to-week and daily accounting of the finances for the Housing Authority.
An additional accounting clerk will be hired soon to assist Carl in the accounting aspects for the Housing Authority.
There were no findings in the audit as it was a totally clean, unqualified audit.
Carl Musso discussed the monthly financials with the board. Vouchers are tracked month by month so the Housing Authority doesn't overspend on them. Sabrina mentioned to the board that Carl, Tillie Wright and herself meet at least monthly to look over the numbers. Sabrina let the board know that it is not the number of vouchers you have it's the authorized funding level that is monitored closely. The size of the voucher can impact funding.
Public Housing May rent revenues have been holding at about 111% for the month and 103% year to date. The total revenues are 113% for the month and 115% for year to date.
May 2005 administrative expenses are at 71% for the year to date. Water and utility expenses are holding at 105%.
Contracts are reporting at 114%. The repairs contract is budgeted monthly at around $5000. In May that budget expense was $9,444 however, there has been a lot of repair work needed in Public Housing. The year-to-date expenses reflect $41,000 with a total budget of $60,000.
June financials were also received and discussed.
Increases in the Investment Account are up at 4.42% in May and 4.56% in June and considerably better than a year ago. The increases are due to higher interest being earned.
HOUSING MANAGER REPORT
Sabrina Pierre-Louis requested a resolution to write-off public housing uncollectible vacated tenant accounts in the amount of $10,708.66. Most of the accounts are due to evictions or skips. A motion was made by Sandy Maben, seconded by Joan Smith to write-off public housing vacated tenant accounts in the amount of $10,708.66 as detailed in the schedule presented to the board. A vote of the commissioners was as follows:
Robert Sandridge: aye
Joan Smith: aye
Sandra Maben: aye
The resolution carried.
Sabrina shared information with the board on the Demo/Dispo Replacement Housing Factor Funds Seminar she attended. The seminar talked about the process and funding by HUD to Housing Authorities when they have disposed of a property.
The presenter was Lynn Borell from Borell Technologies. Lynn was very knowledgeable in regards to the housing authority insight and perspective.
Once again the Lakewood Housing Authority did really well on the PHAS (Public Housing Assessment System) for FY2005. Sabrina stated that staff had a goal in mind from the previous year to increase the physical scores. The Lakewood Housing Authority has been designated as a High Performer by HUD with an overall score of 97%.
Tami Fischer gave high praise to the quality of work and commitment of work from Sabrina, Carl and staff of the housing authority.
Inspections are held year round. The recertification inspections are the most critical. The housing authority ensures that all repairs have been completed from year to year. The housing authority doesn't allow maintenance issues to accumulate. When something is broken, or not working or needs repair, a work order is submitted and staff responds.
Billing to tenant is done immediately, and the money is collected while the tenant is still living in the unit. Maintenance staff tries to repair everything in the unit to be as close as to when they moved into the unit, during their recertification every year so repairs don't accumulate.
Sabrina also shared information on the NAHRO summer conference. Sandra Maben stated she went to five sessions, one on maintaining 501C(3) status. The session entitled Housing CSI was entertaining but very thought provoking. Sandy and Sabrina both attended the session on The Future on Public Housing. In addition, Sandy attended the session on CDBG. Sandy would like some discussion at some point on defining differences between CDBG and HOME funds. Sandy felt that the sessions were exceptionally well done.
Joan shared information on her Commissioner's Day. The primary function for the short term will be to develop tiers two and three of the Commissioner Certification and Training. Tier One has been around in terms of the five different sessions available. Tiers two and three will benefit the LHA as it relates to current issues facing the board and staff.
The majority of housing authority commissioners are volunteers and there are some states that are mandating their commissioners be certified. Washington, DC elects their commissioners and pays them. Joan stated that it was an incredibly diverse group of people with good interchange. Significant plans were made in terms of the National NAHRO Conference in Atlanta this fall.
DEVELOPMENT MANAGER REPORT
Bill Lunsford proudly announced that Willow Glen received another award on behalf of the Jefferson County Planning and Zoning Division. This award is for Design Excellence. Development projects honored for their exemplary design and positive impact in the community included Willow Glen, Belmar and the City Commons. A panel of eleven professional jurors made the selection. A formal awards ceremony was held on July 24, 2006 in the Hearing Room of the Jefferson County Courts and Administration Building. This award has been given for the best multi-family project in Jefferson County of the last ten years.
Bill Lunsford discussed a potential acquisition of Belmont Manor. The property is located at 1430 Independence Street in Lakewood, northeast corner of 14th and Independence Street, one block south of Colfax between Wadsworth and Kipling. The location will be very close to a rail station off Garrison. Belmont Manor is within three blocks of the Safeway Grocery Store and three blocks within light rail.
The existing owner is Uptown Partnership, a long-standing non-profit organization in Denver. Uptown owns approximately 300 units and they are dissolving. The main cause is due to the market and the fact Uptown serves a very low-income demographic and losing a significant amount of money on their projects.
Belmont Manor is a 20-unit project with occupancy currently at 50%. The units are two-bedroom. Belmont needs rehabilitation and Uptown does not have the money to do the rehab.
The State Department of Housing approached the Lakewood Housing Authority and asked if the housing authority could do something for Belmont Manor to keep the property affordable. The rehab needs are not extensive. Some units need appliances and carpet. The basic systems are in place and generally they are okay. The brick building was built in the 60's. Structurally the building is okay with no major problems. The property can be rehabbed internally.
Bill stated that from a development standpoint, Belmont is an interest to the housing authority because of its location to the elementary school and across from a brand new single-family development of about 25 new homes.
Bill said to the Division of Housing and to Uptown Partnership that the Lakewood Housing Authority would get involved with Belmont Manor if the housing authority felt that they could make the project a quality place to live and receive support from the groups involved already. All entities involved agreed to the terms and will turn the project over to the Lakewood Housing Authority.
Bill Lunsford discussed the possibility of utilizing available CDBG funds for Belmont Manor. $100,000 of uncommitted CDBG funds was granted towards the project.
The next step was to go to the State and ask for additional funding. The Governor recently signed a bill that gave additional funds to the state. Currently the LHA has a verbal commitment with the State for an additional $100,000. The agreement cannot be a formal agreement until their August 2006 State Housing Board meeting.
Bill Lunsford submitted a narrative with all the figures and based on an agreement with all parties Bill has requested a resolution to approve the potential acquisition of Belmont Manor.
Bob Sandridge asked if environmental testing has been done. Bill informed him that a phase one environmental has been done and has come back clean. Lead-based, asbestos and radon is underway. Results have not come back at this time.
Sandra Maben asked what is involved in getting Project-Based Section 8. Sabrina stated that the Lakewood Housing Authority already has the approval to do the program so the housing authority just needs to add on the new units.
None of the units are ADA accessible. Bill informed the board that the units have been grand fathered in. These units cannot be rehabbed ADA due to the interior staircase. Belmont Manor has no common areas, just laundry facilities and a courtyard. Each unit has air conditioning through the wall. The size is reasonable for a two-bedroom unit.
A motion was made by Joan Smith, seconded by Sandra Maben to approve the acquisition of Belmont Manor. The vote of the commissioners was as follows:
Bob Sandridge: aye
Joan Smith: aye
Sandra Maben: aye
The resolution carried.
EXECUTIVE DIRECTOR REPORT
Tami Fischer planned on attending a Public Relations/Communications training offered through NAHRO in August, however, NAHRO cancelled the training.
Housing NOW and the National NAHRO Conferences are being held in October. If you have not expressed your desire to attend either of the conferences to Garnette, please do so soon.
A HUD consultation was done on July 13, 2006. The consult went very well. Local HUD staff expressed how HUD uses Lakewood Housing Authority as a role model for other communities and how LHA utilizes funds, how LHA involves the neighborhoods, how LHA does affordable housing and how pleased they were with how the Lakewood Housing Authority operates. Tami stated that the experience with HUD was very positive.
Tami passed out reminder meeting dates to the board for the remainder of the year. Board and staff will discuss available dates to present the Lakewood Housing Authority Annual Report to City Council at an upcoming study session.
Tami has set up sub committees. The committees consist of an executive committee that include Bob, Joan and Tami. The purpose of the executive committee is to review policies and procedures, long-term plans, political issues, city issues, big picture outlooks, goals, financials and investments.
The Program Management Committee consists of Michelle and Gari working with Sabrina. The committee will review programmatic issues and updates in regards to Section 8, Public Housing, Self-Sufficiency, specific agency budget, etc.
The Development Committee consists of Bob and Sandy working with Bill to review development projects, acquisitions, rehab projects and partnerships and the possibilities surrounding those topics.
The staff person from each committee will be responsible for scheduling necessary meetings with the members of the committee and when appropriate contact other staff to join the committee meeting.
Bob Sandridge stated that meeting with sub committees will be easier for everyone since the board as a whole spends only two to three hours a month as a total group. Bob sees this as an opportunity to have cross training between all the board members and keep communications flowing.
Tami feels this will give some responsibility to the board in sharing with their peers and the opportunity to have more interaction outside of the once a month LHA meetings.
Tami and Bob have scheduled every Monday prior to the regularly scheduled board meetings each month to meet to add and review agenda items, discuss upcoming issues, etc.
Tami read a draft memo from her, to Mike Rock regarding the outcome of the internal review and the Management Agreement changes.
Tami will be meeting with Paul Kennebeck to work directly on the Management Agreement to incorporate information contained in the memo read by Tami. Paul Kennebeck is a city attorney that the LHA works with on local housing tenant issues, evictions, fair housing contracts, etc.
The Lakewood Housing Authority is working in a positive direction and continues doing quality work through the PHAS scores, awards and projects. Tami wants the board and staff to remember that the Lakewood Housing Authority is a quality organization and that the LHA is a leader in the community as well as at a national level.
Other Business
The Colorado Facts Book and Denver's Ten Year Plan to End Homelessness has been enclosed in the board packet.
Sandy spoke highly of the presenter of Hidden Poverty through the Self-Sufficiency program.
Future agenda items - CDBG and HOME. Tami will ask Kim Buehler to join the board at one of their next meetings to explain the programs to the board.
Garnette will get meeting dates out for presenting the Housing Authority Annual Report to city council.
There is no other business of the Lakewood Housing Authority.
Meeting adjourned: 7:38 p.m.
Robert Sandridge - Chair
Sabrina Pierre-Louis, Deputy Director
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