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Home My WebLink About20242297.tiffGreeley -Weld Housing Authority Regular Meeting of the Board of Commissioners Wednesday 8/7/2024 4:30pm Meeting Minutes - Board Members in Attendance — Kyle Holman, Shawn Walcott, Kim Longworth, Becky Gligo, Ernest Cienfuegos -Baca, Scott James, Juliana Kitten, Karin Crandall, Dorian Jenkins, Holly Darby Call to Order at 4:30 by Chair Shawn Walcott Action Item -Approval of July 24th Meeting Minutes o Motion: Kyle moved for approval, second by Ernest motion passed. Discussion - Update on SGR Executive Recruitment o No applicants at this time. Commissioner James asked why it's so tough to recruit for the ED position. Per Becky, it is more difficult to recruit for govt positions currently as well as many retirements in the workforce. Dorian questioning where recruiting firm is posting the job, may need to expand the "net". Shawn has provided a list of where the position is being posted. Could be a salary issue, could be the location as well. Posting closes on August 18th Discussion/Action - Extension of interim Executive Director contract with BPG Consulting o Consultants can only extend until 9/16/2024 but they are looking for a 3rd person they could subcontract with to help when this contract ends. Cost decreased a bit since there won't be as long as a term and shorter hours on site. • Motion: Julianna motioned to accept the extension, Kyle seconds, all in favor, motion passed. coMNIvn Co.-F.n S ©°I /09, 2024-2297 Discussion — Update on Administration plan & Admissions and Continued Occupancy Policies (ACOP) and Corrective Action Plan No updates since 2004 for ACOP and 2008 for Admin plan. Dorian is working on this using the Nan McKay model then updates will need to open up to public comments, including a tenant comment period. The Board will need to approve the policies in November. Need to inform tenants so they have a chance to review if wanted. Consultants have a couple of significant recommendations due to the shortfall in the admin plan to reduce some of the costs. Board Scheduled a longer meeting for policing review on September 18' at 4:00 pm. Dorian will get the matrix to us as soon as possible to review prior to the meeting. PIC submission rate is at 95.12% for Greeley, 93.15% for HCV and 100% for Weld. Staff are working to clear duplicate GHA accounts in PIC and utilizing the contractor for entering PIC information. Still working to get access for staff, most do have access. o No written procedures for waiting list and when to close it. Admin plan updated, waiting list is closed for both programs and purge letters have been sent out. o Rent reasonableness - no documentation of annual update to rent reasonableness data as specified in Admin plan or methodology. Contracted with affordablehousing.com software and staff will be trained to use this and understand rent reasonableness. o Becky and Dorian are working on weekly trainings with staff on all processes and requirements. o Determination of Adjusted income - no established methodology for QC universe and 50% of files reviewed contained calculation errors. No verifications in files and incorrect utility allowance applied. Staff have been trained on calculations and pulling verifications and updating software. Admin plan has been updated, all but 1 staff has access to EIV verifications and hierarchy. o Contract in place with MRI to update the software. HQS enforcement, no documentation to owner of timeframe to correct deficiencies. No proper notification to landlord and tenants. Part time inspector has been identified and will start assisting in September. Wi-Fi enabled tablets to assist with getting notifications and deficiencies out in a timely manner. Process for clearing and lifting abatements was not in place. o Affirmative marketing campaign for additional landlords and host a landlord information meeting. ■ Ernest will work with Becky and Dorian to share information about the landlord working group. o Staff have been working hard on the backlog of files, sending out term notices to families who have not completed recertifications. HUD wanted owners or tenants reimbursed for miscalculation of rents. Audits found there were no issues so there is no need for reimbursements. o Hoping to close out correction plan with HUD, will clean up this information before submitting. ■ Commission James asked for a copy of the plan to be forwarded to the County Commissioners. - Short fall conversation o HUD held reserves for Greeley and Weld are less than previously thought. In a position to buy out of the shortfall for Greeley, but not for Weld. The board needs to make a decision on this before the HUD call. The Housing Authority could apply for shortfall funds for each, or just for Weld. HUD does not want any vouchers ended; they don't want anyone displaced. The Weld County side would be under HUD's purview until the agency shows it can manage the program correctly and not go into shortfall again. However, the following year HUD will fund the budget with the shortfall funding including increasing the overall budget. The board doesn't want landlords or tenants to suffer from the shortfall. o Recommendation to pay off Greeley shortfall with Greeley reserves and request shortfall funds for Weld County. More freedom to issue vouchers when not in shortfall, will have restrictions from HUD if in shortfall mitigation. ■ Motion: Ernest moved to use Greeley reserves to pay the shortfall for Greeley Housing Authority and request partial shortfall funding from HUD to cover the Weld County shortfall position, seconded by Karin, all in favor, no opposition, motion passed. - Peakview behind on some of their annuals, asking the property manager to get these updated asap. Owners are not happy with GWHA for management of Peakview. Becky is working on corrective plan with the owners and meeting with vendors for issues of flooding prior to winter. Working on rent reasonableness plan. If the contract is pulled, it could cost GWHA about $80,000/per year. This is cashflow into the agency which are non-federal funds. Need to get rents back to market. o The Board is supportive of the corrective action plan for Peakview. - Maintenance o Using iPad for tracking work orders and time tracking. Ernest asked for more maintenance and repairs reporting. No new hires or promotions, but corrective staffing issues need to be handled. Lack of dedication and commitment from some maintenance staff. Everything is being outsourced which is expensive. - Technology o Moved from physical phones to Teams phones. Also looking into internet at Peakview as there seems to be issues there with current service. - Consultants are recommending sending out a letter to landlords asking to pause rent increases until the end of the year to assist with decreasing HA shortfall. Concern that would be a red flag to the landlords as to the standing of GWHA. o The board will send suggested edits to the consultants. - Budget is not a good indicator of agency health. Audits will be separate for both agencies this year. - Board Reports — Becky and Dorian — see above. - Adjourn o Motion: motion to adjourn by Kyle, second by Ernest, all approved, motion passed. Meeting adjourned at 6:10 pm. Hello