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HomeMy WebLinkAbout05-6-2008 CHA MINUTESCaldwell Housing Authority Minutes of Meeting May 6, 2008 Board Members Present Roll Call: Andy Rodriguez, Dana Schuck, Estella Zamora, Jim Blacker Staff Present: Mike Dittenber, Ayde Cortina Absent: Sid Freeman, Patricia Benedict Quests: None Locations: Creek Side Grill In order of business: Roll call and call to order The meeting was called to order by Estella at 12:02pm. Estella informed everyone that she needed to be out of the meeting by 1:OOptn sharp for another engagement. 2 Review of January minutes Estella asked if everyone received an electronic copy of the minutes and had a chance to review the minutes. Those present indicated they had reviewed the minutes. Estella had a question about the minutes. She wanted to know what signs were being purchased from the operation reserve account. Mike indicated there are several operational signs such as "No Soliciting," "STOP," "Speed Limit ", etc. that needed replaced from time to time. Mike also indicated there are signs in the laundry room explaining the rules and hours of operation. Estella also had a question regarding vacancy rates. She thought the wording in the March minutes were not clear as to whether or not there were more vacancies, or less vacancies. Mike indicated vacancies are decreasing, and there are more applications being considered. Estella asked if there were a motion to accept the minutes: Motion made by Dana, seconded by Jim, and unanimously approved by those present. Minutes approved at 12:07pm. Financial Report Mike indicated CHAis still having some problems completing the necessary financial reports because of software integration issues, the audit, and small discrepancies in our software that is causing calculation errors. He explained that the simplified format the Board is used to reviewing has been replaced in the interim by a more detailed report that is nee summarized. Mike asked the Board to bear with the reports until we get our program functioning correctly. Andy wanted to know when the problem was going to be corrected so the Board can start reviewing the usual financial reports. Ayde Cortina said our software consultant would be working with CHA in the coming weeks to correct the accounting software. Mike said these are unfortunate events Jim noticed the report lists current month expenditures, year -to -date, yearly budget, and wanted to know if the report could indicate if CHA was either "on budget" or "off budget" or "on target." He thought that it would be easier for the Board to see if there needed to be more consideration placed on budget line items. Mike said he understood what Jim was asking and said he would see what could be added to the report to provide that information. Andy asked if CHA had considered purchasing another type of software. Mike indicated he has considered searching for another software provider, but was involved in other critical management activities and had not set aside funding to purchase new software. Jim thought Mike should contact L.J. Waite with the City of Caldwell to see if they could share their software with CHA. Estella asked how much the software upgrades cost every year. Mike said the upgrades cost between $3,500 and $4,000 annually and that CHA would need to purchase their service package at $150.00 an hour. CHA chose not to purchase the updates in lieu of buy more consulting services from a different vendor at a cheaper price. With regard to the budget, Mike said the only line -items that is over- budget is the "Other Management Expenses," and that he thought that could be offset by savings from other areas. Mike indicated CHA had $365,970.00 in the operation reserve account and was well within the amount RD suggested CHA have. Estella asked if there was a motion to accept the financial report. Jim made the motion to accept the financial report, seconded by Dana, and unanimously approved by the board. Financial report approved at 12:25pm. 4 Director's Report Mike spoke about administrative issue. He indicated CHA turned several thousands of dollars of delinquent accounts over to collections. Jim asked how much the collection agency kept. Mike indicated the collection agency kept 30% of the recovered money. Mike indicated the trash containers are CHA were relocated, and some removed as a cost saving effort. Estella wanted to know if there was more trash in the summer months. Mike said there is no increase in trash during the Summer time. From the trash containers removed alone, CHA should save approximately $800 a month. Mike is working on a pre - occupancy video for tenants to watch that will explain the rules and requirements prior to individual or families moving into a unit. The soccer fields are completed and are used daily by many of the children at CHA. Mike said he had a slide show presentation that showed the soccer fields. Budget items were discussed during the Financial a report. CHA is actively cooperating with the Sheriff's Office to catch people doing graffiti. CHA receives great cooperation from deputies and Mike wrote a thank you letter to Sheriff Smith. The Sheriff asked Mike to submit the letter as a letter to the editor in the Idaho Press Tribune. Mike did not feel comfortable with the Sheriff s request. Mike explained the CHA got back from RD several housing vouchers that were forfeited during the winter high- vacancy months. Mike is starting to purchase sporting equipment for children to rent from the store for a small fee. Jim said it is OK to ask for a deposit, but thought the rental fee should be as small as possible. Mike has 2 more training classes before his waste water test in July. Mike also mentioned that DEQ erroneously gave CHA a drinking water violation. After some research, DEQ processed the wrong lab work for CHA — Problem solved. Mike will continue to meet with IHFA regarding the housing waiver, and the C of I intern should be starting sometime in June, when school is out for the summer. 1:40pm Meeting adjourned. Following the meeting, Mike showed a slide -show presentation of current accomplishment at CHA.