MINUTES OF A REGULAR MEETING

OF THE

LAWRENCE-DOUGLAS COUNTY HOUSING AUTHORITY

BOARD OF COMMISSIONERS

April 26, 2004                                                                                                  Babcock Place

5:30 p.m.                                                                                                          Community Room

1.         Call of Roll.

            The meeting was called to order at 5:40 p.m. by Chair, Todd Crenshaw. Upon call of roll the following Commissioners answered present:

            Joe Helfert

            Mark Gonzales

            Willie Amison

            Shannon Oury

            Todd Crenshaw

            Also present were Peterson Acres residents Beverly Chrisman, Mary Boyer, Kathryn Brown, Mason Nelson, and Merl Childers; Babcock residents Dottie Harrod, Helen Lambertson, and Marilyn Bailey; James Dunn, Landlords of Lawrence; LDCHA staff members, Milton Scott, Sandra Bradshaw, Gayle Sigurdson, Vickie Butler, and Barbara Huppee.   

3.         Receive Comments from Tenants and Public.

            There were no comments at this time.

4.         Receive March 2004 Financial Report.

            March reports are 25% through the budget year.  Rental income is on line at 25%.  Total income is on line at 25%.  Operating subsidy is 26%.  The authorized subsidy level by HUD remains at 93% and is not a final determination as of yet.  The amount of subsidy contained in the March reports is figured at 90% eligibility.  The final proration is expected to be announced in August 2004.  After the final proration level is announced a budget revision will be prepared and brought to the Board.

            On the expense side, administrative expenses are running under budget projections at 18%.  Tenant services show only 1% through the budget year but the budget revision approved in February under this line has been made.  The expenses approved under this line will begin in May.

Utilities are under budget projections except for gas which is running over at 42% but this is seasonal. 

            Collection losses show being the agency being over budget at 27%.  This coding error has not been corrected by the fee accountant.  It will be corrected with the April reports. As of this reporting period the agency shows a year-to-date surplus of $78,682.  With the collection loss correction the surplus would be $82,305 year-to-date. 

.           CONSENT AGENDA

            A.        Receive Report on Building 9 Completion.

            B.         Resolution 852:  Approve 2004 Public Housing and Tenant Based Programs (Section 8 and HOME) Utility Allowances.

            C.        Receive Report on MTW Review and Fourth Year Outcomes.

            D.        Receive Update Report on LDCHA Request for HUD Waiver of Conflict of Interest Provisions of the Annual Contributions Contract Relating to Board Members Service.

            Mr. Dunn asked for item 5B, utility allowances to be removed for discussion.  Ms. Oury moved to approve the remaining items on the Consent Agenda.  Mr. Helfert seconded the motion.  The Consent Agenda passed unanimously.

6.         REGULAR AGENDA

            5B.       Resolution 852:  Approve 2004 Public Housing and Tenant Based Programs (Section 8 and HOME) Utility Allowances.

            Ms. Huppee explained that public housing and tenant based programs provide utility allowances for tenants who pay their own utilities and are allotted an allowance to help pay for reasonable and conservative utility usage. Tenants’ rent is reduced by the utility allowance amount in the income based rent structure and in the MTW rent structure it is annualized and used as a deduction from income. Babcock Place tenants pay no utilities and therefore do not receive a utility allowance.   Each year the agency must review the utility allowances based on current rates. The 2004 utility rates are based on the average actual consumption for the primary type of rental units, apartment, house, mobile home.  These rates are calculated on the basis of consumption level and compared to the current 2003 rates and a recommendation was

determined.  The rates will go into effort one month after the allowances are approved by the Board of Commissioners.

            Mr. Gonzales moved to approve the 2004 utility allowances.  Mr. Amison seconded the motion.   The motion passed unanimously.

            A.        Discuss Revising LDCHA Community Room Policy.

            The agency has a community room policy that was last amended in 1997.  This policy established who/what groups could use the community or “public” spaces in LDCHA buildings. Over the years as programs and staff grew, one of the conference rooms previously in the building was converted to office space and the meal site was eventually moved to     an apartment. Presently only the meal site and NA are the only external groups using the community space at Edgewood Homes.  With the completion of the new community facility in building 9, it provides new space and changes some of the conditions and provisions of the existing policy.  These changes call for revisions to the current policy.  There will be building security issues associated with this and staff time to open and close the building.  Consideration of cleaning, possible damages, and liability issues should be considered when permitting any group to use the space. 

            During discussion Commissioner Helfert mentioned there should be a fee to cover the expenses of overtime and mileage incurred by staff.  Commissioner Amison stated that if a fee or deposit was charged he would be opposed to charging tenants as they should be able to have a place for family gatherings.  It was the consensus of the Board that a fee for outside groups would not be unreasonable but reserve the ability to waive the fee if appropriate.   Upon completion of discussion, Ms. Huppee stated that a policy statement will be brought before the Board in May. 

            B.         Resolution 854:  Consider Restoring Peterson Acres Unit E to a Dwelling Unit if Appropriate.

            Ms. Huppee explained that Unit E at Peterson Acres has been used as a community room since the time the development was first occupied in 1997.  In February the Board was asked to consider restoring Unit E to a dwelling unit. The decision was deferred until a full compliment of Board members was available.  

            Staff has monitored the residents’ use of the building for some time.  When staff compared the persistent low utilization of the community building to the community need for one bedroom apartments, the Peterson Acres waiting list, and the availability of services offered at Peterson being duplicated at Babcock Place, staff concluded that the agency could better meet the need by converting the unit to residential use.  Three households (two from the same household) out of twenty-four spoke against closing the community room at the February meeting.  Six households have reported to staff that they supported the closing of the community room in order to make room for more affordable housing.

            Several Peterson Acres residents attended the meeting and discussed the use of Unit E, primarily the continuation of the Public Library’s Book Mobile.  A representative of the Senior Services Division of the Public Library and Gayle Siguardon, LDCHA Elderly Services Coordinator, assured the residents that the bookmobile program would be continued for those that want the program.   

            Upon completion of discussion, concluding with the fact there were 36 people on the waiting list waiting for a home, Chairman Crenshaw moved to restore the property as a dwelling unit.  Mr. Helfert seconded the motion.  Commissioners Amison, Gonzales, Helfert, Oury and Crenshaw all voted “aye” to restore the unit to a dwelling unit.  The vote passed unanimously in favor. 

            C.        Resolution 855:  Approve Purchase of New Bus if Appropriate.

            The agency has been operating a transportation program for the elderly and disable at Babcock Place, Peterson Acres and Edgewood Homes since 2000.  The bus is used for transporting residents to doctor’s visits, shopping and field trips.  Currently the bus has 15 passengers a day and about 250 miles a week day.  The current bus is a 1990 Ford with 198,892 miles and was purchased used from Douglas County Senior Services for $500.  Although the bus has been fairly reliable, it unexpectedly broke down three times in one week causing the transportation program to be suspended and residents left to find rides to appointments and

employment. This led to discussions about program growth and the issues of dependability, safety and escalating repair costs of the bus.  Staff recommends purchasing a new bus through the bid process and paying for it with Section 8 reserves.  Section 8 reserves can be used for any housing purpose as approved by the Board.  The ADA compliant buses with the features needed sell for $44-45,000.  

            After discussion Mr. Crenshaw moved to purchase a new bus for the elderly transportation program.  Mr. Helfert seconded the motion.  The motion passed unanimously.

            D.        Authorize Executive Director to Enter into Lease Option with T-Mobile for Roof Top Rental Space at Babcock Place for Installation of Cellular Equipment.

            Ms. Huppee reported that T-Mobile contacted the agency and expressed interest in using the Babcock Place roof as a site for telecommunications equipment.  Their representative asked for permission to enter into a lease option during which time they will conduct engineering reviews and necessary testing.  Their typical option is for six months.  They expect to pay $1000 for the option.  If the option results in a lease, they will pay $1000 per month.  They desire a long-term renewal lease with a life of 15-25 years.  The lease would contain an annual inflation adjustment rate of 2%. 

            The only discussion was the assurance that residents do not have access to the roof and that staff can access roof areas for maintenance if needed.  

            Commissioner Amison moved to authorize the Executive Director to enter into a lease option with T-Mobile.  Ms. Oury seconded.  The motion passed unanimously.

7.         Calendar and Announcements.

            Ms. Huppee reported that the agency’s 2003 financial audit was conducted April 20-22 and there were no findings or observations.

8.         Adjournment.

            There being no further items of business, Mr. Amison moved to adjourn. Ms. Oury seconded the motion.  The meeting was adjourned at 7:00 p.m.

_________________________________                                          ________________________

Chair                                                                                                    Secretary                       Attest