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Members Present: Robert Sandridge, Chair
Joan Smith, Vice-Chair
Michelle Bollig, Resident Commissioner
Sandra Maben, Commissioner
Gari Westkott, Commissioner
Staff Present: Tami Fischer, Executive Director
Stephanie Boggs, Administrative Support Specialist
Theresa Folk, Assisted Housing Supervisor
Bill Lunsford, Housing Development Manager
Carl Musso, Housing Accountant
Sabrina Pierre-Louis, Deputy Director
Tillie Wright, Assisted Housing Program
CALL TO ORDER
Bob Sandridge, Chair called the regular meeting of the Housing Authority for
November 27, 2006, at 5:37 p.m. to order with roll being called by the Executive
Director. The Chair stated a quorum was present.
CHANGES AND MODIFICATIONS TO THE AGENDA
Changes were made to the agenda as requested.
APPROVAL OF THE MINUTES
A motion was made by Gari, seconded by Sandra to approve the regular meeting
minutes of Monday, October 2, 2006. The vote of the commissioners was as follows:
Robert Sandridge: aye
Michelle Bollig: aye
Sandra Maben: aye
Gari Westkott: aye
Motion carried.
Joan Smith arrived at 5:40 p.m.
FINANCIAL REPORTS
Carl reviewed the monthly financial reports with the Board and answered various
questions. Carl asked the Board to approve the resolution to endorse form HUD-52574
allowing the Lakewood Housing Authority to receive Public Housing Operating
subsidy funds from HUD. Sandra made a motion to sign form HUD-52574 and Michelle
seconded the motion. The vote of the commissioners was as follows:
Robert Sandridge: aye
Joan Smith: aye
Michelle Bollig: aye
Sandra Maben: aye
Gari Westkott: aye
Motion carried and the resolution was approved.
HOUSING MANAGER REPORT
Sabrina introduced the resolution to adopt the City of Lakewood's Pay Plan for
the housing maintenance staff as required by HUD. Joan made a motion to adopt
the City of Lakewood's Pay Plan and Michelle seconded the motion. The vote of
the commissioners was as follows:
Robert Sandridge: aye
Joan Smith: aye
Michelle Bollig: aye
Sandra Maben: aye
Gari Westkott: aye
Motion carried and the plan was adopted.
Theresa briefed the Board on the request for action regarding changes to the
Public Housing Admissions and Occupancy Policies. She explained that the change
is how the waiting list applications are accepted by staff, stating that staff
wants to accept the applications by mail rather than hand delivery to maximize
the process. Gari made a motion to revise the policy and accept the changes
and Bob seconded the motion. The vote of the commissioners was as follows:
Robert Sandridge: aye
Joan Smith: aye
Michelle Bollig: aye
Sandra Maben: aye
Gari Westkott: aye
Motion passed and the changes were approved.
Theresa briefed the Board on the request to write-off uncollectible vacated
tenant accounts. Gari made a motion to write-off uncollected vacated tenant
accounts and Michelle seconded the motion. The vote of the commissioners was
as follows:
Robert Sandridge: aye
Joan Smith: aye
Michelle Bollig: aye
Sandra Maben: aye
Gari Westkott: aye
Motion passed.
Tillie reviewed the summary of major changes to the Lakewood Housing Authority's Section 8 Administrative Plan. She explained that the major changes are the requirements and eligibility criteria regarding students, and that this is being made to prevent abuse that has occurred elsewhere. Sabrina stated that this is a HUD regulation that we must follow and adopt. Tillie then explained the changes regarding the assignment of bedroom numbers and how it will maximize the available housing. After discussion Sandra made a motion to adopt the changes to the plan and Gari seconded the motion. The vote of the commissioners was as follows:
Robert Sandridge: aye
Joan Smith: aye
Michelle Bollig: aye
Sandra Maben: aye
Gari Westkott: aye
Motion passed and the changes were accepted.
EXECUTIVE DIRECTOR REPORT
Tami stated that the requested changes had been made to the Code of Ethics and
it is ready for signatures. Gari asked if clarification can be made on discussing
the confidential proceedings of the board outside the board meeting, as discussion
will need to occur at times to conduct business. It was agreed that wording
should be added to state that discussion will not occur with anyone other than
a board members or appropriate staff. After changes were made each member signed
the Code of Ethics.
Tami gave a verbal report on the survey that was completed by the Office of Inspector General due to allegations that were made on their hot line. Three OIG auditors were here for over 8 weeks full time and reviewed all financial records of the Housing Authority. An exit conference was held on October 4, 2006, to share that there were no findings to support the allegations made after the survey was performed. No formal written report was made by the OIG as they did not go into a formal audit and that they do not do reports when there is nothing to report. Tami summarized the exit conference in which Sandy Maben and Councilors Ed Peterson and Cheryl Wise, council officers, were also present. The OIG reported the following at the Exit Interview held on:
• A $10,000 contribution made to the Urban Land Institute (ULI) Study
- it was verified that this contribution was made with non-federal funds, the
final study addresses affordable housing issues, the activity of the ULI Study
supports the mission of the LHA and the LHA is an integral part of the results
which are obvious when you read the study. Therefore, it was an appropriate
donation/contribution made by the LHA to the ULI.
• Allegation of a donation made to Community Governance Committee - it
was verified that there was no donation made.
• The Continuum Loan - it was verified that this was a good investment
made with non-federal funds and that the loan was paid back with interest.
• The purchase of the land next to Willow Glen - it was verified that this
purchase has not been made and there is no current contract in place, but it
would be acceptable to purchase this land with non-federal funds and the purchase
would be a positive investment due to it's complimentary location to Willow
Glen.
• Lakewood Housing Corporation's purpose - it was verified that this is
a legitimate corporation founded in 1978 with no conflict of interest, and that
there is no use of federal funds and accounting practices are correct and proper.
• Yes on 2A donation - it was concluded that non-federal funds were used,
it was not a HUD violation and LHA has taken great measures to ensure this won't
happen again. The error has been corrected and the money was never used and
was refunded.
Tami concluded by saying that they reported that all of the above activities
supported the mission of LHA and that there was no validity to any of the allegations.
In fact, they were apologetic for having to put the LHA through this process.
The OIG complimented the LHA accountant profusely on the great job he does in
accounting for federal and non-federal funds and with City and non-city funds.
They also thanked and complimented the staff who were extremely open, helpful
and accommodating. They also stated that it is unusual to see such a successful
Housing Authority that is so creative and innovative without having to rely
heavily on federal funding. The final conclusion there was no validity to any
of the allegations made.
DEVELOPMENT MANAGER REPORT
Bill gave an overview on the acquisition of 2.57 acres of land near 14th and
Vance Streets in Lakewood. He explained the Light Rail expansion coming through
Lakewood presents an opportunity in the future for LHA to provide affordable
housing in the corridor. After discussion on the property a motion was made
by Sandra to acquire the 2.57 acres of the land at 14th and Vance Streets and
Gari seconded the motion.
Robert Sandridge: aye
Joan Smith: aye
Michelle Bollig: aye
Sandra Maben: aye
Gari Westkott: aye
Motion carried.
SUB COMMITTEE REPORTS
Tami reported that the Executive Committee has met a couple of times to discuss
the Executive Director's performance review and processes to put into place.
She also reported that the committee has discussed the disposition of public
housing, and the Board's annual retreat.
Bill reported that the Development Committee discussed the development of the land at 14th and Vance Streets.
Sabrina reported that the Program Management Committee was scheduled to meet next week.
Other Business
There is no other business of the Lakewood Housing Authority.
The next regular meeting of the Lakewood Housing Authority will be held December 14, 2006 at 2:00 p.m.
Meeting adjourned: 7:07 p.m.
Robert Sandridge - Chair
Sabrina Pierre-Louis - Deputy Director
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