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HomeMy WebLinkAbout09-9-2008 CHA MINUTESCaldwell Housing Authority Minutes of "Regular" Meeting September 9, 2008 Board Members Present: Estella Zamora, Patricia Benedict, Dana Schuck, Sid Freeman, Jim Blacker Staff Present: Mike Dittenber Members Absent: Andy Rodriguez, Ayde Cortina Guests: Leslie Carlisle Locations: Acapulco Mexican Restaurant In order of business: Roll call and call to order Estella called the meeting to order at 12:1 Opm. 2 Review of August minutes Estella asked if everyone got a copy of the minutes. Estella asked if there was a motion to approve the minutes: Motion made by Dana, seconded by Patricia, and minutes were unanimously approved at 12:11 pm. Financial Report Mike informed the board that Ayde was having surgery today and would not be reporting on the financials. Mike reported on the July financials. Mike directed the Boards attention to the Housing Authority General Statement of Financial Situation report. Mike explained that CHA has a reserve required balance as of August $324,000 and a reserve balance of $318,000 which makes us $6,000 short, but CHA has $42,000 in the bank. Mike wanted to point out that this goes back to a question that Patricia asked about 3 -4 months ago about, will CHA reserve status ever go down. Mike answered that it does go down from July to August and CHA made about $41,500 worth of purchases this month and actually tapped into our reserve for those costs that were anticipated. Mike explained that CHA's financial condition was good, and might be too good for HUD to consider the waiver for the masonry units. Patricia asked if HUD wanted to see CHA in financial trouble before they would consider the waiver. Mike indicated the irony in that notion because even though the masonry units are a financial drain, CHA is holding its head above water quite well and CHA will need to show 2 different projects: the town houses that make money, and the masonry units that lose money. Sid commented that something needs to be done with the masonry units if CHA was to realize its long term goals of providing more traditional type housing. Mike continued with the budget report by explaining that some line items such as Maintenance and Repair were over budget. Sid asked if there was any one item or event that put us over budget. Mike said CHA did have to buy a new Lawnmower at $8,000. Mike explained the reserve budget and reserve budget expenses. After reviewing the reserve budget, Estella asked if $20,000 will cover the roofing repairs and Mike explained that he will purchase all the materials and our maintenance staff will be taught how to do the repairs by a professional roofer who just happened to live at Farmway Village when he was a young boy. Mike informed the Board that all the roofing at CHA was improperly installed. Mike also commented in regards to CHA's financial situation that presents a problem and a road black in the waiver that we're requesting from HUD. Mike would like to send out to bid when we need engineering services. Jim suggested CHA set up a capitol improvement fund to pay into for necessary equipment replacement costs, Estella asked if there was motion by the Board to approve the financials. The motion was made by Sid; seconded by Andy; and unanimously approved at 12:35pm. 4. Special Report Mike informed the board about the issues CHA is dealing with regards requesting the waiver. Mike gave a summary about the masonry units and how they were created and catered to a certain population of migratory farm workers. The demographics of the county have changed and the expectations of housing, and the housing standards have changed over the years and because of that CHA has high vacancies, high turnover and the project is a financial liability to the CHA. Mike's request for option #1 would be to have all the HUD home affordable requirements removed and all the cinder block units removed from the housing inventory. Option #2 would be to remove from affordable housing inventory 27 of the 83 home assisted units and this would leave 56 home assisted units. As of now CHA has 112 units and half of that would be 56 and if we could remove half the units from inventory then that would allow us to remodel and build those units bigger. Option #3 would be to have them remove 11 units of the 83 from the affordable housing inventory and that would leave 72 home assisted units and then we could remodel 40 of the units rather than all 112 units. Basically about a third of them would be enlarged and two thirds of them would remain a smaller size. The average rental vacancy rate in Canyon County is about 7% and vacancy rate of CHA masonry units are 20 %, so we are higher than the average in vacancies. Mike commented on the market study CHA is having and that it would be different, because it's not going to be the need for housing, it will show a need for different housing and the housing CHA has does not fit that mold. Mike told HUD and RD if in fact CHA gets to a point where we think there is no other option we may consider a deed in lieu of foreclosure. Mike contacted two appraisers who both said the property was not marketable. Estella commented that much work has gone into this report and hoped it would sway HUD and RD. Sid noticed the garden areas near the waste water treatment plant and wanted to know if there was any risk to people who ate the vegetables grown near the waste water. Mike explained that the plants were not watered with waste water, but with irrigation water and the only risk was increased nitrogen in the soil. Mike explained that the best way to address the masonry units would be to use Housing Authority funds, and that using federal or state funds would confuse the issue even more, and might open the door to additional environmental reviews. Patricia asked if we could get building permits to remodel those units. Mice said the County would not issue a building permit to increase the size of the units by adding on or enlarging the buildings. He explained the only option would be to tear down a couple walls and convert 2 units into i unit. Directors Report Mike informed the Board that CHA has two evictions that might get ugly and unfortunately both of the tenants have medical dogs. Mike reported that he would like to administer a survey at CHA to collect information for a couple of different purposes. It would be to see what tenants at CHA think the greatest need is at Farmway Village and what the tenants think about the masonry units. Many of the tenants living in the town houses once lived in the masonry units. We have lots of people coming in and filling out the paper work and after seeing the masonry unit decide they don't want to rent. Mike asked the board to look at the proposed rent rate increase for 2009. Mike told the board that CHA is going to Smoke Free Housing starting January 2009. Estella asked if Mike had visited with the tenants at CHA and Mike indicated that a survey was sent to all the tenants and only 17 responded out of 250 questioners sent. Mike indicated that CHA was still waiting for the 2007 audit from Bailey and Company, and not sure why the delay. Andy asked how much CHA pays for the audit and Mike indicated about $5300. Mike reported that CHA is over budget in a couple of areas and expected to level out. CHA needed to make changes to the Capital Improvement Budget and the board voted on it last month. Mike reported that the installation of the cameras has been completed and Mike presented three (3) sets of photos showing old cameras, new cameras and one untitled. The photos showed the angle position of the cameras and locations that are under surveillance. We are now able to leave our mail room and laundry room open 24 -7. Mike indicated we are 140 days graffiti free at CHA and the vandalism is down, The cameras have been successful in deterring criminal activity and substantiating what witnesses report. Mike said there is much more cooperation with the tenants involving law enforcement incidents because of the cameras, the atmosphere is improved and it is believed that most people really want it to be a better place to live. Mike commented how he would like to offer more activities that would give tenants the opportunity to have fond memories for families that live at Farmway Village. Mike wants to see the children and parents at Farmway Village involved in the soccer program for next spring. Mike informed the Board that he got his waste water license and will need to continue training each year to keep license active so it doesn't expire. Mike commented that he hoped it was financially favorable for him and staff to go to the training rather than to pay someone to perform the testing, plus it keeps us in compliance with DEQ and EPA by having licensed operators on site. Mike explained CHA had another waste water review by EPA and everything turned out okay. Mike asked to have a short Executive Session Executive Session Meeting adjourned at 2:05pm