HomeMy WebLinkAbout20242293.tiffGreeley -Weld Housing Authority
Special Meeting of the Board of Commissioners
Wednesday 7/10/2024
4:30pm
Meeting Minutes
- Attendance—Julianna Kitten, Karin Crandall, Kim Longworth, Shawn Walcott, Olivia
Milsted, Holly Darby, Ernest Cienfuegos -Baca, Kyle Holoman, Dorian Jenkins
- Call to Order — 4:52 pm
- Action Item —Approval of June 26`h Meeting Minutes
o Olivia's last name spelled incorrectly.
o Motion by Kim to approve — 2"d by Julianna, with correction — all in favor. Kyle
abstained. Motion passed
- Action Item —Vote on the amendment to the personnel policies regarding changes to direct
deposit and bi-weekly pay schedule (Page 13, Section 8 of the attached personal policy)
o Motion to approve by Kyle, second by Ernest, all in favor, motion passed.
- Action Item — Board Resolution to remove Tom Teixeira and add Shawn Walcott and Kim
Longworth as signers on the Greeley -Weld Housing Authority accounts at First Bank.
o Motion to approve by Kyle, second by Ernest — all in favor — motion passed.
o Dorian — question for updating resolutions, Shawn stated it was previously provided
by Tom and changed by voting through the board.
- Discussion — Update on SGR Executive Recruitment
o Shawn and Karin met with SGR last week, asked the typical questions, will put
together the requirements and then post the position. Julianna asked about the
salary and benefits package. Salary was within the guidelines in the approval for the
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previous posting, along with a possible bonus for performance. Per Dorian, most
candidates will come in with items to negotiate for the salary. Julianna had to jump
off the call. Did ask about the budget update. No other questions about recruiting.
Board Reports - Becky and Dorian
Dorian providing a report- HCV program - recertifications - backlog -from July we
have 51 backlogs that need to be cleaned up, team is working on these. 46 for July,
those should have been done by May 31'. Team prior to change by Becky and
Dorian were not used to do working on these 60 days prior to. This has been
changed and they are working ahead 4 months in advance to give the recipient
advance notice of rent changes. Team is working hard to get through these. Back
log of interims as well, which is negatively affecting the agency. 76 back log rent
increases to landlords. 42 interim backlogs (changes to members in household)
and 3 moves. 3 moves will not impact HAP - housing assistance payments. HUD -
How many outstanding interims and backlogs. Still working on this information for
HUD, this will impact the shortfall. Cannot provide accurate projections until we
know where we stand. Utilization - meeting with HUD, met with HUD on shortfall,
HUD sees this and is concerned. Greeley - $383,000 —Weld —$651,000 overspent,
HUD wants a proposal on this shortfall, we can request shortfall monies, but there
are other entities that are also vying for this money. We cannot issue any other
vouchers or subsidies without going through HUD. Other option 12/2023 HA self
reported monies not used, non-federal funds, unrestricted net position. 1 million in
unrestricted net position, we would use these monies for the shortfall and not
receive additional funds from HUD. However, this money would no longer be
available for administrative or facility upgrades. Will have to continue running this
through HUD until they are comfortable the agency is running accurately. HUD will
follow your spending for the year and will fund based on the previous year. HUD will
ask and verify if information is accurate or if we expect any anomalies. Dorian is
waiting for information on how much money is in each bank account so he can
provide us with accurate information. We need to apply for shortfall by the next
meeting. HUD has a list of questions that need to be answered by August 22nd
Need to tell them how much we are applying for and what our plan is so this doesn't
happen again. Becky and Dorian feel we are overpaying rent monies, we should be
able to offer more vouchers. They are auditing this information to provide an
accurate picture. There may be impacts to some families, however more vouchers
will generate more admin monies and will help to house more families.
o Public housing vacancies - 4. Working to get them filled, one unit is a meth unit so
working on cleaning it up. These 3 need to be leased, will work with staff to get this
completed. Hoping to have this done by next month. Wait list has been closed.
Have 246 on the list. 151 families need a 2 bdrm.
$56,000 in outstanding rent, will notify the families they need to get caught up or
they will be evicted. Some of these date back years. Dorian will send Karin a list so
she can compare to those that have requested help through the county. No backlog
for annual recertifications. HUDS requirement is 98% of recerts be done on time.
Tax credit 6 vacancies. Need to get an update on where we are with leasing of these
units.
o Peakview has 2 vacancies, both to be leased by end of July.
o Maintenance - will receive a detailed maintenance report going forward. No
ticketing system to track repairs or length of time for work order being completed.
Meeting with staff every week at this point.
o Finance - Shawn has been added as a signatory on the bank accounts. Need to get
a stamp for Shawn's signature. Can no longer use Tom's stamp or the previous vice
chair. Moving to a net 30, cannot do checks every day, it is not feasible to continue
this process.
o Technology - wifi to be setup in 3 weeks.
o PIC - checking with vendor to see if July is completed so it can be closed out. HUD
will only do a summarization once a month, once we see that we can determine if all
changes were received and accepted. This will go from 36% to over 98% for
reporting which will help us get out of troubled status with HUD. Can take this
process over after staff has been trained on PICT. Need to be doing this after every
transmission. This was Linda and Anita's responsibilities previously, Linda is no
longer here and Anita cannot take on with her other responsibilities.
o Submitted a CAP — corrective action plan - to HUD, it was accepted and the see
progress is already being made. Becky and Dorian were very conservative in dates,
but they are already working on the issues. PICT is being taken care of, utilization
will take longer. Working on the admin plan and ACOP which will need approval by
the board. Working with Nan McKay standards on this.
Office has been reorganized and cleaned up. Everything is in file cabinets and
created areas for interviews with clients. Have a calendar system and using Teams
to notify when appointments are here. Working on shredding old documents and
getting rid of old electronic equipment. Disposing of everything that is outside of
HUDs retention policy and not related to financials.
o Budget actuals - see report attached. Dorian went through report in detail. We had
payouts for outstanding vacation time for a maintenance person in February and
Linda in May and will have Tom's payout in June. This has dropped the reserves for
admin monies. Need to fix the allocations across both entities, they are not correct
currently. Need to determine if we want this done by units or a percentage. Dorian
will provide the suggestions to us after they are able to fully audit and the
allocations. Dorian will send the budgets out to those on the call virtually.
o P&L - See attached report. Will have to find out what the reserves are and add to the
report. Have outstanding checks over the past year, Dorian will review these and see
if these were checks that may have been reissued or just outstanding.
- Adjourn Motion to adjourn by Kyle second by Ernest all in favor. Meeting adjourned at 6:00
pm.
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