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HomeMy WebLinkAbout10-7-2008 CHA MINUTESCaldwell Housing Authority Minutes of "Regular" Meeting October 7, 2008 Board Members Present: Estella Zamora, Patricia Benedict, Dana Schuck, Sid Freeman, Andy Rodriguez, Jim Blacker Staff Present: Mike Dittenber, Ayde Cortina Members Absent: Guests: Locations: Acapulco Mexican Restaurant In order of business: Roll call and call to order Estella called the meeting to order at 12:OOpm noon. 2 Review of September minutes Estella asked if everyone had an opportunity to review the minutes. Estella asked if there was a motion to approve the minutes: Motion made by Patricia, seconded by Sid, and minutes were unanimously approved at 12:02pm. Financial Report Ayde reported on the August financials. Mike directed the Boards attention to the report that Mike provides each month. Mike explained that CHA is required to have $343,000.00 in our reserve and CHA has $345,000.00, so we have $2000.00 more in reserve than RD has asked of us and we had $41,500.00 in the bank. The report shows what CHA budgeted for, where CHA is to date, where CHA should be the end of August and whether or not CHA is over or under budget. Mike wanted to remind the Board that CHA pays the bills when they come. Estella asked about the contribution or contract agreement that CHA has with the Fire and Sheriff. Mike explained that he met with the attorney Dave Kerrick and showed him the letter we get from the Fire and Sheriff every year. Dave Kerrick said that what happens when you have a non - profit organization that is tax exempt a Rural Fire District may send out a letter and say you're tax exempt, but if you weren't tax exempt the value of your property would be this, based upon the establish mill, your contribution to the Fire District would be about this much, can you help us out. Mike thinks this is what happened because CHA wanted to pay its fair share for fire protection and then it was increased by 3% each year. Mike told the Board that he wrote a letter to the Caldwell Rural Fire to inform them that CHA is on a tight budget and CHA is unable to contribute the full $12,000.00 this year. Mike asked the Caldwell Rural Fire to let CHA know as soon as possible if they believe CHA has any other arrangements or agreements that locks CHA into the $12,000.00. Mike stated that even if CHA didn't pay anything CHA is still entitled to fire protection services because CHA is in the fire district. Sid recommended that CHA get a hold of Idaho Power and have them do an energy audit to save money. Estella asked if there was a motion by the Board to approve the financials. The motion was made by Andy: seconded by Patricia; and unanimously approved at 12:20pm. 4. Directors Report Mike had some updated information for the Board regarding the tenant that lived at CHA who was arrested for beating her two children and she is on a $250,000.00 bond and the children are in protected custody. Also Mike reported that over the weekend there was Farmway Village vigilantism which involved a vehicle that was speeding thru the Village and ran into a chain that was placed across the road by some tenants to block the speeding vehicle, When witnesses arrived at the scene, the pick -up was smashed up, the air bag deployed and the guys appeared drunk. When the witnesses offered to call the police, the two guys drove off. Mike is happy to see that the tenants are concerned and willing to take an active part in some of the things that go on and not just turning a blind eye towards it. On the night of the 5` someone drove upon the grass and did cookies around all the trees at the Head Start Program and almost hit a couple of the children that were playing on the lawn. The police are investigating this incident. Jim Blacker asked if the reserve account was set in stone and could it be lowered. Mike indicated it was not and that CHA has to have a certain percentage of the remaining loan balance. RD says CHA can stop paying into the reserve account once CHA has a $1,000,000 balance in reserve or at a minimum can draw against it for capital improvement as long as CHA holds in the reserve a minimum of 10% of loan balance. Sid asked what is going on with the financial audit and why it is taking so long. Mike informed the Board that he had talked to Jared at Bailey & Company and he said he had traveled a lot over the summer. Ayde informed the Board she was asked to fax the same information more than once because it had been misplace at the CPA office. Estella asked if it would be appropriate to have Mike write a letter to Bailey & Company and ask for a deadline to let them know we need this audit by a certain time. Andy asked how long has it been since CHA went out for bids on auditing services. Estella asked if the Board agreed to let Mike write the letter and have Estella send it out. The Board all agreed. Mike asked to have executive session regarding personnel matters before going over new business. Executive Session 12:30 -1 :55 NOTE: Much of the discussion over budget, raises, and financial issues occurred in Executive Session. I believe most of the discussion could have occurred in the open meeting, but happened as a result of one topic —pay raises. Because I thought the Executive Session was going to be brief, l turned the recording device off and did not capture any of the discussion. Meeting adjourned at 1:55pm. Special Budget meeting scheduled for 8:00am Friday morning at the Sunrise Cafd in Caldwell.