MINUTES OF THE REGULAR MEETING OF THE BOARD OF COMMISSIONERS OF THE NORTHERN REGIONAL HOUSING AUTHORITY (NRHA) March 26, 2015

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1 MINUTES OF THE REGULAR MEETING OF THE BOARD OF COMMISSIONERS OF THE NORTHERN REGIONAL HOUSING AUTHORITY (NRHA) March 26, 2015 A. Roll Call: A quorum was established and the meeting was called to order at 10:04 AM (MT). In attendance were NRHA Board Commissioners Alfred Abeita, Della Baronne, Rev. Garland Moore, Lauren Reichelt, Rayetta Trujillo and Board Chairman Santiago Chavez. B. Guests in attendance were Floyd Duran, on behalf of HUD and Rose Baca- Quesada on behalf of MFA. Interim Executive Director Mildred Motley and Interim Deputy Director Elizabeth Metoyer were also in attendance, in addition to C. Knox LaSister, Vanessa Powell and Stephanie Mehu from Smart, Inc. Approval of the Minutes of the February Board of Commissioners Meeting: The minutes from the February 12, 2015 Board Meeting were reviewed by the Board. Approval and Adoption of the Minutes was properly moved by Commissioner Abeita; seconded by Commissioner Moore; and the Motion was carried unanimously. C. Bills and Communications: Mildred Motley reported that a letter was received from HUD on March 23, 2015 reviewing the performance of Smart Inc. from August 2014 to February A response is being developed which will be provided to the Board together with a copy of the review letter from HUD. E. Report of the Executive Director: Report by Mildred Motley, Interim Executive Director. A report was given by the Executive Director providing updates with respect to the on-going operations of the Authority. It was reported that Staffing changes were made during the month of February and March. The Maintenance Supervisor was terminated. The Board was advised that if they wished more detail on the termination that either an Executive Session could be convened at the conclusion of the Business agenda or that individual Board Members could call the Interim ED directly for further details. March 26, 2015 Board Minutes Page 1 of 5

2 It was also reported that an Asset Manager and a Comptroller were hired. The Asset Manager started working on March 16, The Comptroller started working on March 23, Both new hirers have experience in management in the non-profit sector and are very familiar with the federal regulatory environment. Neither has prior experience in Public Housing or Section 8 program management but do have management experience with Non-profit entities of similar size. The recently hired Fee Accountant started working in February 2015 and are in the process of a complete review of the agency s financial books and records. The Fee Accountant is responsible for making sure that all expenditures are booked in accordance with HUD Regulation. It was also reported that the acquisition and installation of new computer hardware and new software is being coordinated with the respective vendors in order to have the installation completed within the 30 days and training completed within the next 60 days. Chairman Chavez expressed how happy he is with the working relationship that has developed with Smart. The Chairman further stated that he sees positive movement and that the organization is poised to grow in a direction where it is self-sufficient and will be able to be self-sufficient. The Chairman further acknowledged the efforts that have been put in place by Smart, Inc. to help the organization grow through better training of local staff and the hiring effort to find the right kind of employees. The Chairman further stated that he believes that it would be appropriate to add Commissioners Baronne and Reichelt as Banking Account signatories on behalf of NRHA for efficiency and expediency; and asked for Board consent to have those Commissioners added as Bank signatories. Both Commissioner Baronne and Reichelt agreed to serve as additional signatories, with the unanimous consent of the Board. E. Report of the Executive Committee: No report. F. Reports of Committees: No report. G. Old Business: March 26, 2015 Board Minutes Page 2 of 5

3 Cimarron Transition It was reported by the Interim Executive Director that the Cimarron Housing Authority transition is in the same position as reported during the last Board Meeting and reflected in the Board Minutes. There are a number of outstanding requests for document revisions, new documents and information regarding the lawsuit for the former Executive Director. NRHA has not received a response to those requests from the Clerk or the Mayors Office as of the date of the Board meeting. Gallup It was reported that NRHA reached out to the Executive Director and the Board of Commissioners of the Gallup Housing Authority and provided them with an outline of the scope of work for a Management Agreement together with an estimated cost. Gallup Housing Authority has not responded to that communication as of the date of the Board meeting. It was reported that potentially one reason for the hold-up is that the GHA Board is appointed by the Mayor and the Mayoral election resulted in the need for a run-off which is scheduled for April 7 th. It was reported by Richard Kontz, GHA Executive Director that once the runoff takes place, he will meet with the Board Chairman and thereafter decide the direction that the GHA will take. Rio Arriba Transition It was reported that Commissioner Reichelt facilitated the scheduling of a meeting with Knox LaSister, the Espanola City Manager and the County Manager and Deputy County Manager of Rio Arriba County. Commissioner Lauren Reichelt was also present. The discussion covered issues relating to the possible transition of the Rio Arriba Housing Authority to NRHA, as well as, the affordable housing concerns of the City of Espanola. Information was provided subsequent to that meeting in terms of current HUD requirements for Transitions/Consolidation. It was further reported that Knox LaSister received an from Kelly Duran, City Manager of the City of Espanola to meet with the Attorney for the City of Espanola to continue the discussion of the affordable housing concerns of the City of Espanola but that no word had been received from Rio Arriba County since the date of the meeting.. Grants Transition It was reported that Commissioner Rev. Moore facilitated the scheduling of a meeting with Knox LaSister, the City Manager for the City of Grants, the Executive Director of the Grants Housing Authority and the full Board of Commissioners of the Grants Housing Authority. Commissioner Rev. Moore March 26, 2015 Board Minutes Page 3 of 5

4 was also present. The discussion covered issues relating to the possible transition of the Grants Housing Authority to NRHA, as well as, the overall affordable housing concerns of the City of Grants. Information was provided subsequent to that meeting in terms of current HUD requirements for Transitions/Consolidation. It was further reported that subsequent to that meeting, a letter was received from the Grants Housing Authority, together with a Resolution from the Housing Authority Board of Commissioners approving a management agreement and the submission with all documents necessary to accomplish the transition, and a letter from the Mayor of the City of Grants also approving the prospective transition. I. New Business: 1. Resolution : Approving the Bilateral Contract modification/amendment of the agreement for professional services between NRHA and Smart. It was reported that the modification is for a three month contract extension term on the same terms as contained in the original agreement. It was further reported that the three month extension was necessary to allow for the completion of negotiations with Smart and HUD in order to secure a two year contract term to commence at the start of the NRHA fiscal year in July It was properly moved by Commissioner Trujillo; seconded by Commissioner Moore; Motion carried unanimously. 2. It was requested that a Special Board Meeting be convened to address the approval of documents required to be submitted to HUD on or before Aril 17 th, After discussion, it was proposed that a Special Board Meeting be convened on April 14, 2015 at 2:00 PM. It was properly moved by Commissioner Trujillo; seconded by Commissioner Moore; Motion carried unanimously. Adjournment: There being no further business to be presented to the Board, adjournment of the meeting was properly moved by Commissioner Moore; seconded by Commissioner Reichelt; and Motion carried unanimously at 10:34 A.M. MT. March 26, 2015 Board Minutes Page 4 of 5

5 APPROVED AND ADOPTED BY THE GOVERNING BODY OF THE NORTHERN REGIONAL HOUSING AUTHORITY ON THIS 19th DAY OF May Santiago Chavez NRHA Board Chairman Attest: Lauren Reichelt NRHA Secretary March 26, 2015 Board Minutes Page 5 of 5