HomeMy WebLinkAbout20242295.tiffGreeley -Weld Housing Authority
Special Meeting of the Board of Commissioners
Wednesday 7/24/2024
4:30pm
Meeting Minutes
Attendees: Kyle Holman, Shawn Walcott, Kim Longworth, Becky Gligo, Ernest Cienfuegos -
Baca, Scott James, Olivia Milstead. Juliana Kitten, Holly Darby, Karin Crandall
• Call to Order at 4:31 by chair Shawn Walcott
• Action Item - Approval of July 10th Meeting Minutes Kyle move for approval, Ernest
2', all approve. Motion passed.
• Discussion — Update on SGR Executive Recruitment
o Updated job description sent out for posting. Shawn, Karin, and Juliana
assisted with updating and will be meeting with Shawn to set up a hiring
committee.
o The hiring process will likely go past the contracted period with Dorian and
Becky. The board discussed the possibility of contract extension. The current
contract ends mid -August and there is the possibility of a gap in leadership.
The board requested a 90 -day extension to help close the gap between
leadership transitions. The contractors will provide a proposal at the next
meeting for the Board's consideration.
Board Reports - Becky and Dorian
Staff are working through the backlog and will be sending out
notices/terminations. See board report document provided by Becky.
o Juliana asked for clarification on the rent increases, answered by Becky, rent
increases were approved, just need to be processed.
o Shortfalls, HUD could tap into our reserves to shore up the shortfall instead
of asking for shortfall funding from HUD. If we ask for shortfall funding, we
cannot issue new vouchers, and HUD would scrutinize the HA processes and
monies and would not issue new funds. Should have the funding to make the
improvements needed by the NSPIRE inspections. Should have those
monies without tapping into the reserves. Shortfall won't hit until
November/December.
o Trying to put all funds in one bank - FirstBank and get rid of Wells Fargo
account.
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o Peakview needs the most work with pipes as they are always freezing and
busting in the winter. This could be completed with an insurance claim.
Continuing conversations with HUD regarding the shortfall.
o The corrective action plan has been accepted by HUD.
o Filling vacancies is taking longer than desired, updating some processes with
maintenance and moving through the waiting list in a timelier manner.
o Outstanding rents, working to update, no previous follow-up on notices sent
to cure the outstanding balances.
o Public housing is doing well on their certifications.
o Advertising tax credit properties, we need to do a better job to announce
these vacancies. Becky will send it to board members so they can share with
their networking partners.
o Maintenance — Getting wi-fi enabled tablets for tracking and switching to
online work orders. Hoping for more accountability and a more accurate
work order report. Staffing is sufficient, issues may be availability of
supplies. First step towards more oversight. Staff are not licensed for some
maintenance issues. Tablets can track where they are daily, working on
tracking the mileage. Digital clocking is now live.
o Working to use Teams phones moving forward. Alleviate filling up of
voicemails, more options for meetings.
Financials- see report provided by Becky,
o Digital payroll will be better for reporting. Accountant to review for additional
checks.
o Audit is due in September. There were concerns with controls in the last
audit. The Board needs to have the auditors present their findings in the
future. There were strong recommendations in the last audit. Some have
been addressed. Hinkle CPA's auditing firm.
o Significant number of uncashed checks. Researching if there were duplicate
checks issued. Will cancel old ones and report to the state, per
requirements.
o Any red flags for fraud? Nothing so far, just mismanagement/lack of
knowledge, not keeping up with requirements/processes.
o Still working on software conversion.
o PICT data is still being entered by the contractor, working on access for Anita.
• Adjourn - Motion by Karin to adjourn, second by Ernest, all in favor, motion passed.
The meeting adjourned at 5:16 pm.
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