Loading...
HomeMy WebLinkAbout04-1-2008 CHA MINUTESCaldwell Housing Authority Minutes of "Regular" Meeting April 1, 2048 Board Members Present: Estella Zamora, Andy Rodriguez, Patricia Benedict, Dana Schuck, Sid Freeman Staff Present: Mike Dittenber Members Absent: Guests: Locations: Creckside Grill In order of business: Roll call and call to order at Estella called the meeting to order at 12:05pm. 2 Review of March minutes Estella asked if everyone had a chance to review the minutes, and asked if there was a motion to approve minutes. Motion by Dana, seconded by Patricia, unanimously approved. Financial Report Mike explained that there will be no financial report again this month and suggested if there needs to be a special meeting to discuss why he can share that later. Mike stated that CHA has the auditors going through our records and there is also a few glitches in our accounting program that Mike wants to disclose to the Board and that will be no doubt be a finding in our audit and something we need to address. Mike indicated the first issue was in regards to CHA accounting software vendor (Cougar Mountain) wants CHA to buy updates every year at $4,500.00 or $3,500.00. They tell us that they can't service our accounting system because we don't have the latest updated version. Mike explained that he contacted Gary Scarlet who was the original computer consultant for CHA and is helping CHA through the Cougar Mountain software. Mike explained that this last August that our financial system crashed and when we installed the back back -up from the server, something happened between installing the backup and double recording either the accounts receivable or accounts payable. Mike explained that even though we do a monthly reconciliation each month we have about a $24,000.00 discrepancy in our ledger because of our Cougar Mountain software problem. Jared from Bailey & Company indicated that before Cougar Mountain came along Ayde did the series of reconciliations that were hand written, it was time consuming, but it worked. Jared commented that since CHA went over to the software system it's causing some problems. CHA is still looking for about a $24,000.00 discrepancy that happened between August 14` when we backed up the system and the end of the year. Ayde, Gary, and Jared with Bailey & Company are working on it full time to correct the problem. Patricia had a question about CHA reserve account from the last meeting whether or not it should be increasing or decreasing and Mike explained that it would increase until CHA starts using money from our Capital Budget. Mike explained that CHA plans to take $92,000.00 out of reserves this year to pay for vinyl in the older units, $7,000.00 for exterior painting, $25,000.00 for asphalt, $5,000.00 for fencing, $2000.00 for signs, and $5000.00 for site management. Mike asked the Board if they wanted a special meeting prior to the next months meeting if Bailey & Company completes their report on the Financials. Andy suggested that we hold a regular meeting unless we find a problem that requires a special meeting. Sid apologized for not being able to attend the last couple of meetings and had a question on the budget and Mike explained that on the old masonry units there was tile that started to separate and split between the rooms. When both Rural Development and Idaho Housing came out last year and did their compliance review they had identified about 45 -50 of them that needed to have the vinyl replaced. Estella asked if we got the showers installed and Mike stated that we have eleven showers that needed to be completed. Sid asked where the asphalt was going to be poured and Mike explained he would like to cut a patch through the lawn for the buses to exit the Village straight out on to Farmway Road. Mike also stated there is some parking lots that need patched and some road ways. Mike asked if there was anything else about the approved budget the Board would like to go over. Andy asked if CHA had addressed the concerns that Steve from RD had and Mike indicated that he and Ayde had sat down and went through the budget and RD's concerns. Mike reiterate to the Board that CHA operates only on rent money collected. Estella asked if the rents from the number of units being rented increased and Mike indicated there has been an increase. Mike went over the CHA "General Statement of Financial Situation" report with the Board to give a true story of how CHA is doing financially. Estella asked that Mike check on the old Wells Fargo bank account that CHA had to make sure it has been closed. Estella asked if there was anything else on the financials. 4. Directors Report Mike stated that as far as administration CHA is going to start turning delinquent accounts over to the collection agency and credit reporting. Mike explained our late fee and notice to pay rent or quit process. Mike stated that CHA has received approval from the Rural Fire District to put a gate on the western entrance at Farmway Road and we are also considering the possibility of blocking off the high way 44entrance and directing everyone to come into the main office entrance. The law enforcement has increased patrols and greater visibility. Mike commented that the Sheriff office is doing a good job. The tenants are commenting that they feel a lot safer here in the Village and the graffiti has decreased. We have had 4 or 5 new street lamps installed and are working on having all the street lights work so that there is better lighting for the tenants. Mike informed the Board that there was a death at the CHA in apartment 105 and under investigation and considered a crime scene. Mike called 411 to report the death that was reported to our office by the deceased boyfriend. She was a 36 year old Anglo woman who moved in two weeks ago March 17` Mike told the Board that CHA is starting to get more tenants slowly and currently have 21 vacancies. Property abandonment seems to be a problem lately because some of the tenants get behind on their rent. Estella asked when do you notice there's abandonment and Mike explained that the neighbors usually let us know and if we find a yellow tag on the meter from Idaho Power that indicates the power is turned off and the power can not be turned off. We will leave a note for the tenant to come to the office and if we don't receive a response we send someone in to check it out. Patricia asked in cases where the unit has been abandoned does CHA put the tenants possession in storage. Mike stated we have an issue with storage space not available to store the abandon items. Mike contacted David Kerrick (CHA's attorney) to ask what CHA should do with the abandoned items and David told Mike CHA could dispose the unclaimed abandon items any way we feel needed. Estella stated that CHA would need to make public notice of the unclaimed items and Mike said that would be done first. Jim suggested that CHA have Idaho Youth Ranch or Good Will come out and pick up the items and take it away for a fee if we don't have room to store the items. Estella suggested that CHA contact law enforcement about the baby monitor equipment that was left behind in one of the abandoned units so that the child can have the proper care that is needed. Mike informed the Board that he has a drinking and waste water exam in July and Mike hopes the same math applies to both exams. Sid asked what exotic location are the exams going to be and after the Boards chuckle, Mike answered that it is in Boise. Mike stated that the chlorination machine at the waste water treatment plant isn't working well and he has to send the maintenance staff out every morning to make sure the machine comes back on and making the necessary chlorine and this will probably cost about $1,500.00 to fix. Maintenance and rehabilitation —CHA is currently putting up a 2200 linear feet fence and Mike will show a presentation on the project. Mike spoke with IHFA regarding de- obligating 40 units and IHFA has indicated that they cannot de- obligate those units without permission from HUD. Mike's understanding is that HUD is going to require a market study and Mike has already expressed his concerns about a Market Study since he had worked for IHFA and is familiar with the tactic of must developers to over inflate the need for housing to get funding for additional developments. The market study for CHA will show just the opposite — continued affordable housing developments are causing high vacancies in older projects such as CHA. Mike has contacted College of Idaho and set up a possibility of an intern to collect information this summer. Mike expressed that he has seen the market studies and doesn't want to pay $5,500.00 to $7,500.00 to do something we can collect and Mike can disseminate as a board and can be agreed on. Jim indicated that there are a lot of bright students at Cofl and that a couple of them did good jobs as interns for the City of Caldwell. Mike commented that the thrust of the market study will be to explore trends in farm labor. Sid commented that there has been a shift in the agriculture industry away from hands -on labor. He indicated that over the last several years, Roundup® ready crops are diminishing the need for hands -on labor. Mike asked the Board to consider the long and regulatory agreement with IHFA that the Board decided not to sign asked Mike to go back and renegotiate with IHFA. Mike is convinced that IHFA hands are tied and they're going to support CHA efforts to get a waiver from HUD, Mike expressed that he would really like to see the Board approve the on regulatory agreement in the interim so that way CHA gets at least 29 of the 40 units CHA is requesting to regulate. Estella asked for a motion. Jim made the motion that the Board approve the new loan ad regulatory agreement with the understanding that Mike work with IHFA to pursue the waiver. The motion was seconded by Patricia, and unanimously approved. Mike asked if the Board wanted to go into executive session or watch the slide show presentation. Estella asked for a motion to go into executive session, motion made by Andy, seconded by Sid, motion approved. Executive Session Estella asked for a motion to come out of executive session. Motion by Andy, seconded by Dana. Estella stated that the Board had made a decision regarding the letter that was sent to Andy asking for either a bonus or an increase and the Board had made a decision to give Mike a $1,000.00 bonus for attaining the drinking water license. The Board congratulated Mike on his achievement. Sid asked Mike if he fails the test that he will be taking in July would he have to wait a certain period of time before he can re -test. Mike wasn't sure what the waiting time would be before re- testing. Estella commented that Mike is the first one take the test and pass on the first try and the Board appreciates it as well. 1:30pm Meeting adjourned As the Board was leaving, Mike reported that there is increased dumping of hazardous materials and other items (like tires) that require special attention.