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HomeMy WebLinkAbout05-11-2007 CHA MINUTESCaldwell Housing Authority Minutes of Meeting May 11, 2007 Board Members Present Roll Call: Andy Rodriguez, Dana Schuck, and Patricia Benedict, Estella Zamora Staff Present: Mike Dittenber, Ayde Cortina Absent: Sid Freeman, Rick Wells Quests: Jared Zwygart, Bailey and Company In order of business: Roll call and call to order Because the meeting was held at CHA, in the "soon- to -be- opened" store, and because the Director was late, the meeting did not start until 12:14pm. Sid could not attend the meeting because of work conflicts had not arrived to the meeting by 12:00pm. Estella calls the meeting to order at 12:14 and asked if there were any recommended changes to the agenda. Review of April minutes Member present took approximately 2 minutes to further review the minutes before action was taken. At approximately 12:16, Andy made a motion to accept the minutes; they were seconded by Patricia and the minutes were approved by the board. The Executive Session was postponed to a later spot on the agenda. Guest presentation At 12:17pm, Jared of Bailey and Company reviewed the financial audit for the Board. He directed the board to several different pages that had substantial meaning to the financial condition of CHA. Jared explained this was a Single Audited Statement that is required by the federal government because we have more than $500,000 in debt to the federal government. He also explained the Board of Directors responsibility in providing financial oversight to CHA. Jared indicated that CHA is "cash- flowing well" and there is a $192,969 loss to the organization because we devalued /depreciated many unserviceable, or no longer existing items. He also expressed his satisfaction with CHA participating in the government investment pool (GIP). However, CHA had two (2) findings that may, or may not be corrected at the time of the meeting: 1) CHA lacked segregation of duties. This finding applies primarily to the separation of duties that did not happen during a 2 (or 3) month period when there was no Executive Director and the financial officer was acting as the Director and was authorizing expenditures, and preparing payments for those expenditures —creating a process that lacked separation. Andy asked if his involvement with CHA during that period would satisfy the separation requirements. Jared indicated it would not meet that rigid criteria; and 2) CHA lacked job descriptions delineating between the different financial functions that most occur in order to satisfy the separation requirements. Estella called for a motion to accept the audit report at 12:40pm. Patricia made the motion to accept the audit, 2nd by Dana, all Board Members present accepted the audit as presented. 12:41 BREAK FOR LUNCH. Lunch provided by Juan Moreno, the new tenant for the store. . .. very good stuff.... 4 Director's Report The meeting restarted at 12:51pm after a small break for lunch. Mike explained some of the changes that were occurring with the administrative functions of the office: 1) Analytical Labs is managing our waste water treatment plant; 2) changes to the lease agreements were finally completed; and 3) CHA dropped Verison as the cellular carrier for Nextel Communication which has the state contract for wireless services. Mike indicated on -going problems with the financial software vendor and that CHA would be keeping the Cougar Mountain software, but would be using a different software vendor to update our system and generate custom reports. Mike updated the Board on the on -going communications he is having with the Sheriff regarding the possibility of having an officer assigned to CHA. Mike was optimistic about the possibilities, but indicated he was still in the discussion phase. 5 Financial Report Ayde Cortina reviewed the monthly financial report. Patricia indicated (because of the format) she was frequently confused by the "budget actual" and the "budget accruals ". Ayde said she would try to explain the differences more clearly. Dana made a motion to accept the financial report as presented, Patricia seconded the motion, financial report accepted. 6 Executive Session At 1:31 pm Estella called for an executive session. Everyone was asked to leave the room including the Executive Director. 7 Concluding business 1:37pm the Board left executive session. Prior to adjourning, the Board had one final piece of business. Andy discussed the commitment the Board made to increasing Mike's salary at 6 months. Andy indicated the Board committed to a 5% adjustment. Dana made the motion to adjust Mike's salary by 5 %, 2 nd by Patricia, unanimous decision to adjust Mike's Salary. 1:40pm Meeting adjourned.