 So I'll call this meeting to order at 8 a.m. for the Longmont Housing Authority Advisory Board. Welcome everyone to this beautiful snowy Tuesday morning. Olivia, would you do roll call for us? Sure. This morning we have Tom DeBee, Arlene Zortman, Gene Christopher, and Lauren Selle. We also have Harold Dominguez, Lisa Gallinar, Karen Roney, Kendra Daniels, and Polly Christensen. Thank you very much. I'd like to welcome Lauren back too with the new baby girl. Welcome, welcome. Can everybody have a chance to review the minutes from our March 16th meeting? Are there any changes to that? I did notice one minor misspelling which was on the, I believe the second to the last page in the vacancy age receivables report, second paragraph. Harold Dominguez is with a G instead of a Q. Good catch. I didn't even catch that one. Do I hear a motion? I think you're on mute, Gene. Second. So Gene made the motion, Arlene, seconds. Eyes please raise your hand. I'm going to refrain from voting since I wasn't there last month. Okay, all right. You abstain. Motion, you now ask your passes. So let's go to number three on the agenda. Public invited to be heard. Olivia, did you hear from anyone? No? Okay. Yep. So let's go on to number four, new and old business. A, input on council retreat item regarding llama housing authority. That'll be me. So when we were talking about the retreat with the city council slash housing authority board this year, they indicated that they wanted to spend the majority of the time on housing authority issues. They also indicated that they would like the advisory board to join them during that retreat. So with a couple of provisions one, they wanted to do it in person. And they wanted to do it unmasked. So potentially looking at someplace outdoors or close enough outdoors where we can run in if we have a rainstorm if needed. So the dates they're looking at is though dates we're looking at to propose to them is June 4, 5, 11 or 12. But we'll work with them on the specific dates. It's really going to depend on what happens with the masking orders within the next month and the rules whether or not we change on May 16. So we'll be providing you more information on the logistics and the date based on what we hear from the county in terms of whether or not we move into level clear on May 16 or not. What we wanted to talk to you all about is when I was working to put together the agenda in terms of how we move through housing authority issues. The one way I started looking at it was and we're still working on how it sits but starting off with the presentation of housing needs assessment review. And that's just the study that we've done that says here's what we need for housing in our community. Then moving into a discussion and we don't want to talk a lot to you all. We want you all to really interact and talk through these things. But also providing the city council, the majority of the city council members with some grounding on some of these issues because beyond you and council member Christensen and council member Waters, very few of them have really dug into the housing authority items. And so what we wanted to do was start off with them and we're still working on the order of this. But an overview of the housing choice voucher program, specifically talking about the vouchers and the partnerships that we have with private property owners. The, and I'm seeing a lot of acronyms in here, the project-based vouchers that are connected with developments. And then also looking at some of the ARPA impacts and some of the vouchers that will be available through that process. What we want to talk about in that section, or then we want to move into the properties, the types of properties that we have in the development. So go over the LIETEC properties, properties for older adults, properties for families, the HUD 202 properties, which we have with the car stone and lodge, and then supportive service properties with supportive services for persons exiting homelessness that need more intense supportive services than the different types of partnerships. Tax exemptions, property management, tax credits, turnkey, and then how that combines with the inclusionary housing, land donation, or partnership piece. And then going into the conversation on what we should be doing, AMI goals. What are the goals for vouchers? Do we increase the number of type of vouchers? What populations do we target? How should project-based vouchers impact or support project development? Getting into some development goals. What is our mission with respect to supportive housing? What number and type of unit should we be shooting for? Do we get priority to LHA properties for Cindy City funding and inclusionary housing projects and other support? I'm talking a little bit about partnership goals. What level of partnership do we want to focus on? Money generation, unit generation, unit ownership. And then get into a different opportunity section, really focusing on affordable assisted living or four-cell housing development. So that's kind of what we put together is the talking points. Again, we're still really structuring this agenda to where it may flow and make more sense. And it's easier to talk through, but I wanted to throw that out to you all to say, is there anything that you all would like to discuss with the council during this retreat, focusing on the housing authority? Anything that we missed? Anything that we think we probably shouldn't talk about? So now the floor is yours. You probably covered this a little bit, but I guess my question is, does the city have data on what is really critical right now as far as housing goes? Is it seniors or is it families? What are we looking at here? So we do, and I'll ask Kathy and Karen to join in with the Housing Needs Assessment Review. I think one of the things that I can tell you that we've seen is, at least in terms of the portfolio for the housing authority to compare what we need, we think we're probably where we need to be in terms of housing for older adults, and we need to start focusing on family housing as part of the Housing Authority portfolio. And that's, I think I mentioned it in here. And then obviously supportive services housing. The thing on the supportive services side, so then it becomes more than just about the amount of units that we have, and do we have enough for a community, but it also then ties into what can we support as a community? Because they not only utilize services of the Housing Authority, they utilize services from our non-profit community, public safety, and those types of things. And so there's a different, there's other variables that come into that world. But I would say my gut was what I would tell you is we probably need more affordable family housing. Karen? So, you know, so Kathy might want to jump in, but it, you know, when we complete the consolidated plan for HUD every five years, you know, part of that process is to conduct a, you know, a comprehensive assessment of housing and human service needs. So we did just complete that in 2020. So, so I don't know whether that would be helpful. Obviously we'll provide that document as part of the packet that we put together for council. And I don't know whether, I mean, it sounds like it might be helpful if we, you know, sent the advisory board members copy that information. And so that you can have a chance to look at that and review that. So let's see, we're still in April, right? So, so clearly we will track the time. So clearly June will be the earliest that we will have the council retreat. So it also could give you an opportunity to review that data. And we could have this discussion in more depth during the May advisory board meeting. So Kathy, I don't know if you have anything else you'd add. I don't. That's what I was going to suggest. That way we would still have time if there are some pockets of things that are missing, that we could do some additional research as well. I just had one thing and I didn't quite, I don't know if I heard it or not. It would just be like the discussion with the partners that we do have, you know, like the mental health partners, like the number of units that they would have. I think that would just be kind of going along lines with our property discussion as well. Okay. Are you talking about the vouchers that they get from the state in terms of the project, the project-based vouchers? Yeah. Because we have units set aside specifically for that, right? Correct. Any further discussion, questions? Oh, go ahead, Karen. So, yeah, so not a question, but I think in essence, you know, what Harold outlined is that, so we'll, you know, we'll talk about the current housing needs. We will talk current and projected housing needs. And then, you know, what is it that the Housing Authority does now to address those needs? And then it's really that conversation about what would be the goals going forward. So as we understand the ongoing needs that we will have for, you know, for housing. So it, you know, it would be great. And again, this doesn't have to be the last time we talk about this, but if, you know, how do you, is there additional information, anything else that you think would be really helpful for us to bring to that council retreat, to help in that discussion really about setting goals going forward? Okay. So anything else that comes to mind? So how about we do this? If anybody has goals now, we could discuss it now. Else, what we could do is put something on the agenda for our May meeting and we could discuss our goals. That would give us time for the retreat. And we could kind of have something on the table at that point. Go ahead, Laura. I was curious. Do we have an inventory of affordable housing for purchase? I mean, just want the city of Longmont have properties, kind of like the city of Boulder's affordable housing program where you can purchase and own an affordable housing unit that stays in the program, kind of like FISL. I know FISL has some units in Longmont in houses. Yeah. So we have some at Blue Vista that's under construction right now, or completed. They have a total of 26. They've sold 11 through 2020. So that leaves 15-ish that was left. And I think they've been consistently selling two to three per month out there. We have a turnover of the units that are still in our inclusionary housing program the first time. I think there's about 30, 20 to 30 homes still left in that program that can choose. So those units can choose to either get out of the program and sell at market or they can choose to stay in and sell to another buyer. We've had some go both ways. And then so far under the inclusionary housing program to date, other than Blue Vista, we haven't received any for sale onsite units other than through Habitat for Humanity. Those units aren't built yet. There's a total of about 20 there to be coming up over the next probably three to four to five years. But Habitat has also been consistently building at about the rate I'd say two to three a year just on their own by infill lots and that kind of thing. So yeah, it'd be nice to know, have some more information about those units. And I'm curious why people are allowed to opt out of the program. It seems like we'd want to keep houses locked in the city of Boulder program. Well, when they repealed the inclusionary housing program, that was the caveat for the units that were in at that period of time. So I think it'd be worth discussing a different a different track for the future if we start building more affordable housing. Yeah, we're totally on a different track. Yeah, unless unless it gets repealed again, Council can do that. Yeah, I just think that if we're if the mission is really to provide permanently affordable housing, you shouldn't be able to opt out of it. So the other thing is sort of clarifying that we were on a path. Council opted out of it or they killed it up. They let him opt out of it. We're now back on a path. And they're in it. They did set some parameters, depending on market. So we're sort of back where we were. But there was a chunk of time where we lost between the two where they were able to opt out. Okay. Yeah, because I think that that's a really I think that's something we should focus on and talk next month about, you know, a plan for housing for families, not just apartments or condos, but maybe some townhomes, something with the yard, because I know when my husband and I were looking to transition out of affordable housing in the city of Boulder, our only options were condos. And we were looking to expand our family and needed more space. So I think that that would be something worth looking at maybe like a mixed unit. So as a point of clarification, are you suggesting that's an LHA goal, or that's an overall citywide goal? Well, I think it's an LHA goal, but it's in line with the city's goals, providing affordable housing for the community. Okay, I just want to point out LHA has never done foresell housing. So if that's a direction you want to go, I would think long and hard about that, because that's a that's a big shift. Okay. Go ahead, Arlene. On the veterans housing that is being put together, is that something that we are involved in, or is that not? LHA is not involved in that. It came in through the voluntary alternative agreement via the inclusionary housing model. So the city is involved in that as part of that agreement. Now, we think that there's now there's, from the other side, we are looking at leasing the office space to them so that they can utilize it. And we can serve the same mission. So we talked to you all about that. So you're involved on that side. I will say that as you look at the growth of the program and you look at how it operates, we're going to be working with each other from an operational perspective, because as they potentially have opportunities to house unhoused individuals, there may be a flow through properties that make sense as as they're working with their clients to move towards self sufficiency. And that's what you see in Kansas City. So they'll come in, they'll work with them. They'll move them into affordable housing. And then now they're actually seeing them move into market rate housing, based on how they're they're working them through their system. So there's a slight connection. Any other further discussion on for a at all. So I think what we'll do is we'll kind of come up with our goals. So it's kind of your homework assignment, and we'll discuss a little bit further in our main meeting. So let's move on to for be the auto update. Who's that kinder? So right now, most of the properties have been completed except for Aspen Meadows senior apartments. They're still working on finalizing that one. The we did receive some findings for the hardstone in the lodge and we're working through the corrective actions for that. A lot of them you've seen before. I don't know how much I don't know if you've guys if you guys have seen all the audits before. I don't know what the background is on that. So part of it is separation of duties, lack of lack of segregation. We also had an audit finding because when the city came in, we didn't realize that it wasn't in their monthly process to pay the reserves. So we received a finding on that because the hardstone in the lodge hadn't been putting money into the reserve accounts. And with the cash flow with that being so rent restricted, it was tough for us to to get payments in by the end of the year by the time we found out. The other one we did have some eligibility which we've had in the past, which is just they weren't able to find documents in the files that were signed. So we have so we're working on the corrective actions. We do have a plan. And I think we have because we're going to have three in accounting and we're also going to try to have backups on the city side of accounting so that we can have if somebody's designated to print checks, then somebody from the city will step in to print checks that week if that person's out. So that's kind of what we're kind of looking at so that it's not me. So it's and that's where the problem comes is like we can have the separation with the three but once one goes on vacation, one of us has to be the backup. So we are working on that. We're also looking at being able to do file reviews. So having community managers from different properties come in and do file reviews so that we can pass those. One of the things was that they couldn't find a checklist in the file. So we should have a checklist especially for the 202 properties that basically say we have everything for these 202s that HUD requires. And so they couldn't find those in the file. There wasn't that checklist. HUD has a checklist that Andrea's working on and creating so we can start having those in the file along with maybe having the other community managers step in and review each other's files. So we have that documentation for when audits come down and they get reviewed. We are working on the LHDC audit right now. That's in full force. And then the LHA audit is planned for May 17th. That's when that one will start. So that's kind of where we stand now. I can send all those audits. I don't know if that's something that's normally done in a particular board meeting where you get to look at all of them or if this is something that once I get the final ones I send them to you, if you can give me some background that would be great. I think once we get, we'll do the council, once we get it finalized and it's all in and we'll present to the board. Okay. One of the things I did want to touch on with Kendra, so I've been seeing these as they're coming through. She has to approve them and I have to approve them. The biggest challenge just to go in in terms of some of the findings like segregation of duties, Tom mentioned this last time you all mentioned it when we sort of started coming in to the meetings. If you will remember we didn't start hiring the positions because we had to understand our financial capability first and so we didn't start hiring and creating all the accounting positions until late 2020 and so obviously this audit is for that year. So we've already began taking the corrective actions but it won't show up until next year's audit because we're not bringing those people into play. We didn't bring those individuals into play. We didn't get Lisa in until the beginning of this year and the other property managers. So many of those items that you'll see that the corrective action is we're really underway in doing this. Same with the segregation of duties. What I can tell you is it's at the end of 2020 it was much better than it was at the beginning of 2020 because not only did we have Kendra in, we had Susie in and we had Deanne in. So we had 3 different people working in the finances but it just wasn't fully developed and built out. So that's why that's continuing but we know that as Kendra indicated for 2021 we have our 3 and then when someone's on vacation we'll just pull someone in from the city's accounting side to make sure that stays in play. The other key piece that Lisa talked about yesterday and if you have questions I'll let you go to Lisa. As Lisa actually has each one of the property managers auditing the files of the other properties. So Karen will audit Andreas, Andrea will audit Karen's and so we're mixing it up so we also have another set of eyes on that and Lisa's overseeing all of that work. So I'm pretty happy with where they're moving and what we need to do but again we're still going to catch audit findings from 2020 because if you look at the timing I think we started the conversations in April or May but we really didn't fully get into this until June when Jillian left and even then we were still utilizing the same processes so that's why there were things in there because they were doing it this way we didn't catch it until much later and we're continuing to clear up all of those issues. Did I misstate anything Kendra? Yeah just a point of clarification is this our financial audit or HUD audit? Financial audit. Financial audit that's what I was assuming okay and then so I just kind of two points what I'd like to see is just in that corrective action plan is just calling out hey we've already covered this or maybe even put a date in that we've instituted a policy change in and this has been corrected I think that's really what we would be after. Yes we had findings because we didn't have the manpower or we didn't have policies and procedures in place and then the other question I did have do we have documented policies and procedures or is that still kind of a work in process? I don't know for what? Well basically I guess this would some of this would be the segregation duties would be on the check disbursements. Oh yeah yeah okay we're working on that right now we have a lot of them in place but we're continuing to refine yeah it's probably changing as as you work through it as well as you're getting stuff fine tuned in that. I was just gonna say we've been standardizing a lot of processes and updating a lot of policies and procedures so that's like a at least one a week if not more that we're kind of turning out and financial ones are going to the LHA board and internal organizational kind of ones Harold has the ability to review and approve so yeah and that's what the udders are really going to be after and if you fall on your policies and procedures you're not going to have any findings so that's it yeah and then also in the segregation of duties and I didn't mention as you also have um Deanne and Jim Golden coming in and helping as we look at things and start working through various issues and so for example the best examples as we look at balance sheets and how we do it um they're they're there supporting kindra in this because kindra technically works for Deanne and Jim so you also have our the city CFO coming in when needed kindra's doing a fabulous job so but he comes in on a limited basis but both Deanne and Jim were there to support her when we needed that's great it's basically having like an external CFO right they on call yeah yeah any further discussion on this all right let's go on to uh 4C the VCA update so I am happy to report everything that needed to be submitted to HUD has been submitted as far as policies um proof that we have disseminated those to residents we've got packets for new applicants we've got some of the policies and procedures up on the website um so that was all due April 15th and we got that all completed the only thing left to do only it's still a big lift is the analysis of all of our properties um for accessibility designing a plan to address those and then determining with HUD how we're going to do that we've already started to work on getting additional UFAS the special ADA accessibility units that we we need and don't have through some various partnerships so one of the deals that we're working on with on the chrisman 2 project they're going to double the amount of UFAS units in that property which we will then eventually have ownership of um so that will count for some of those units that we know we're going to be missing when we do that analysis and audit so we're already thinking ahead on how we can get some additional units and then as we go through as our properties age and we go through and do another recent occasion rehab like we did for aspen meadows apartments um village places next and then I think aspen meadows neighborhoods after that will be also be including in that additional UFAS units in in those renovations and rehabs wherever we can so um starting to think ahead but we don't have um the plan we don't have the analysis of that that's the next lift that we need to start working on which will happen probably next month we'll start putting together and getting out an RFP for an architect to go around and analyze the properties but half of it's done about half that's good news and obviously that piece got delayed because of COVID and being in people's units and so when we did get the extensions there that we needed to because of that any questions or discretion all right let's go on to uh five a city report update on operations Lisa's at you so they can see age receivables report was it kinder I can definitely speak to the age receivables report I wanted to do something different this month and kind of give you a snapshot of what you received last month and what you're receiving this month so you can kind of see um the fluctuations and the differences the community managers have started working on the ledgers I've been working with them they have to send the documentation to me on their findings of what they're finding in the file so that I can upload that documentation when I do the corrections a lot of what we're seeing is um you already just wasn't doing the lease charges correctly and they weren't getting them corrected in the system so what was happening is you may have been overcharging on the half side and undercharging on the tenant rent or vice versa so in in in a sense it's a zero net effect it's just on the wrong ledgers and when it's on the wrong ledgers it creates these anomalies such as the suspense column the suspense column is specifically rated related to half basically that you've received half money that you don't have a charge for so you really should probably send this hat back and that was probably not the case we just had the wrong charges on the wrong ledgers so it's moving those charges to the right ledgers and seeing what the anomalies are for the tenants you know were they were they short paying this this entire time and why and going through those so same thing with the prepayments if the charges aren't listed on the tenant's ledger it's looking like they're prepaying all these funds and they're not it's just a ledger ledger swap so we are working through those it's going to be a long process because it takes a long I mean a lot of these have to go back to 2018 because that's when they started so they're having to review all the way back to 2018 find the recertifications what were they were having to reach out to the HAP subsidy agencies because we may not have a certification in the file because we're seeing that they've actually taken money back and we don't know why so there's a lot of work involved but it has started and you can kind of see some of it is going down so we're getting there question this Kendra is this like the suspense and prepayment should some of that necessarily been recognized as revenue then are we shortening the revenue side or it could be so if if they were charging less rent so let's say they charged a thousand dollars but they really should have been charging 1200 we could not have been recognizing revenue correctly so yeah that is because what I see this is money that we received that we haven't matched against anything right correct and a lot of the prepayments could be the tenant owed more and they were paying more because they received their certification letter so they were actually paying the correct rent but in Yardee we weren't charging the correct rent we were charging that rent on the HAP subsidy side which was creating the suspense and then also creating a prepay on the tenant letter so just swapping those and matching them up removes them from the ledger yeah okay and then one other question too that I had was just just on the prepayments are we expecting to see prepayments normally do we collect I mean the deposit with the deposit show in there or any sort of like last month's rent we would expect that to be zero the deposit shouldn't show up on there because that gets put in a separate holding account so that shouldn't show up there and no I mean we shouldn't see prepayments on these I mean these are low-income housing a lot of them aren't prepaying I know there was maybe one that might have been prepaying at the suites so so I think also at the community manager level we don't want that liability either so if they are prepaying you know the community managers need to reach out and say hey you don't owe us you know you need to reduce your rent check so that we don't have this big liability at the end to pay them out we're not a savings account basically for them to hold their their money on then did you want to talk about the lodge and what happened there yeah so the lot you got a love HUD so we received a 14 percent increase in our vouchers for the 202 properties the way HUD works is they create a threshold and so what happened is when we did the gross rent change to increase those contract rents we weren't able to get them done at the end of the year because we didn't have the contracts in time when you do these 202 properties you actually create the voucher for the future month so that voucher was already created on December 8th for January so what happened on the lodge and it happened on the hardstone as well is when we went to do the gross rent change it goes back to January and it tries to correct what should have happened on those ledgers as well and get that hat money back in well that put it over the threshold for HUD and so they denied the voucher and so I have to work through this process on how to correct it in the system and get it uploaded so that they'll approve it it's kind of as Lisa has found out HUD sends you on this little circle path a lot I've had to do so they first rejected it then they sent me to the program manager now they said it's ineligible and they basically said here's the instructions on how to correct it so I'm working through that they don't give much guidance but I think even Yardee will probably give me more help than the Yardee support will give me more help than HUD has so we'll get there so February's lodge payment was denied it's it's going to get paid we just have to work through the processes and then for the hardstone it was their April payment because it took a we had two contract rent changes they gave us an amount I went back and said we can't even pay the reserves and the program manager realized they left the reserves out of the rent calculation so they had to up the rent again so we'll see the same anomaly happening on the hardstone for their April voucher so I just want to add because of this issue and the audit that we went through just got our report back on the audit for hardstone and lodge we are exploring all options to get out of the 202 program there is an avenue that HUD provides to do that the level of minutiae that HUD gets into on these projects is so ridiculous it is it's just mind-boggling I haven't seen HUD this bad in a project for years and years and years and years if ever and and they're usually pretty bad so we are starting to explore how how do we get convert these projects what they do is they convert them to all being project-based vouchers so then you have the control and you you operate them just like you would any other property that has project-based vouchers so we are moving on that as quickly as we can I think there's a waitlist to get on that conversion so we're trying to explore what all that means and how long that might take but this is that's a direction that we really feel we need to go so we'll keep you apprised if we did switch it over to the project-based vouchers would we see a decrease in money coming from HUD at all or is it going to be about the same it would be the same from what from what our consultant said is that basically your contract rent so whatever your contract rent is today it would move over to the project-based vouchers and that would be your contract-based rent as well but what you don't have to do is you don't have to go through this budget process of where you're spending your money and give them all the details and you don't you don't your money doesn't apply to the the HUD handbook which is pretty extensive on all the regulations that you actually have to follow we're also saying is we never want to do another 202 property for developing it that was gonna be one of my goals though age receivables I think it was next so I did the age receivables I think the vacancy report Lisa did you want to report out on that one so on the vacancies we're making progress really been pushing the managers and the assistance to get these units rented so spring creek is fully rented village place I think as of last night she had her to that were not rented that rented as well the lodge of heartstones fully rented so we have moving schedule starting today all the way through May 5th that will fill up all these properties again finally let's see and the suites the LHA units have been rented they have a briefing today for the second unit we're just waiting for mhp to fill their units which they're they are struggling going through boh because they have to pull 20 names at a time and then make sure that those 20 qualify but some of them they've had changes and stuff that make them ineligible for the suites so it's been a process we're slowly getting through those and ask them that of senior now that it's been a little bit of a struggle to rent those vacancies just with all the construction going on people want to see the units it's hard to have them walking under scaffolding around the construction crews there's not a lot of parking but I'm optimistic as we're moving forward that we'll be able to get those other units lease once we get back into the office so that we're more available to prospects as well any questions on the vacancy report all right let's move on then to 582 the security update is that me so we have been a couple of things we have had some issues on security at village place so we've done a few things first we have entered into an agreement with integrity fire and security systems they're the city's provider so we're able to tap into that that contract they are in the process right now of placing the cameras at various locations within the village place common areas um I'm not sure exactly on what the completion date is I know that when I walked through there before all the conduit and camera mount locations were were almost final finalized the other thing that we did is because we were able to also find out that the back doors on that facility they were able somebody was able to come in and push the lock so we used another city contractor and they went ahead and put the plates that they cover it to prevent access in that area so um we know we've we've stopped the immediate issue and the cameras will be put in play be finalized in the very near future so that if we have that again we'll be able to at least have the video we need part of what we're doing on this system is it's going to be a cloud based system and so as we've worked the remodel for aspen metal apartments we're going to put the same system in place there and we're talking about putting that system in and aspen metal neighborhood as well where we're really aiming to on some of the security pieces is to integrate this all into one cloud based system where we we would all have access to it as well as um potentially dispatch and maybe some of the officers so if needed if there were calls and things they we could go into the system remotely from wherever we are but it'll be a completely integrated system amongst all the properties and we're sort of just stepping into this as as we have money available to do it um obviously we we use the replacement funded spring creek to do this just because of the issues that we were having there um and but we'll we will just be moving through this as we can for the rest of the properties based on their ability financially to do this they said did I miss anything on that um just a slight correction we're using village place reserve replacements to do this and we're looking into doing spring creek getting some entry cameras in the parking lot um also on security we are working to upgrade some lighting at some of the properties as well through grants with the city efficiency works we sent in proposals yesterday for the suise and for aspen metals neighborhood to upgrade their lighting they will be they walk bryer wood and lha main yesterday and they'll be doing spring creek and fall river thursday um and so these grants will pay for all the lighting and it upgrades them to led but provides more luminous lights throughout the parking lots and around the exteriors of the building for the safety of the residents any questions all right let's move on to a five eight three property updates okay so take that i'm gonna jump in after you okay so we do have an add-out for the third manager we haven't received any great resume so we're going to keep that ad up looking for our third property manager to complete the staffing that we need at lha in the interim i've been still filling in here at spring creek and fall river twice a week um we are bringing the after hours emergency system that we've been using at all of the properties the always an answer we are actually bringing that in-house things to the city and following the steps of forestry and parks and rec so we'll be saving money on all of the properties monthly and make some more one-on-one maintenance doing directly with the residents instead of an answering service and we start that here the first week of may and as Kendra touched on our managers have been auditing these ledgers and making it through a couple ledgers a week it is a timely process but they're all gung-ho about getting their yardage systems cleaned up and making just their delinquents reports look really good in the future so i know karen has a goal of having her done by june or july andria is right on page with that and i started working with um britney here at spring creek and fall river to get those ones done now a question on that they review on every single file or they just do in a single every single file every contract so if the resident had multiple changes throughout the year they have to look at every contract at every month to match up to make sure the charges were correct on both the hap side or the voucher side section eight side and on the um resident side so it is a timely process and some of those take can take days in between regular business to look at and my final update is tomorrow we get the equipment installed at the hearthstone and the lodge for the pendant system that will replace the pool courts so the fire department is looking forward to that one because the residents will have kind of like the alert system instead of just the pool and the sorry the alert system works throughout the community in their units throughout the community and in the parking lot instead of just the pool courts in one area of the residence they said do you also want to touch on some of that um even though they're reserve replacement but some of the work that we've done at some of the different properties as well as um i don't think we've given them an update on the latest suites um insurance issue um the water break thing and where that stands so yes the suites we have completed that um construction issue we're working to get heaters put into the stairwell so to avoid this problem happening again when we have the low temperatures as well but the resident who was temporarily living in another unit on site has been moved back into her residence um and we've completed that we're just pending now the finalization of the insurance claim and a few invoices to close that one out reserve replacements we're working on for village place for the cameras along with a couple appliance replacements going on there and the next one we're looking at is spring creek to do some reserve replacements for their camera system as well as aspen meadows neighborhood any questions i'm sorry i'm having horrible hour just to have a couple of updates so um one of the things the parking lot and aspen meadows apartment that parking lot is is still open one of the the issues that we're having is the the moisture test keeps coming back high and so they're working with the engineers to really determine how much material we need to replace in order to get that more moisture content where you need it in your subsurface so that you can then begin the paving um obviously the weather we've been having recently is not helping matters in terms of the moisture content so um it looks like there was reserves available to do this and and so that's what they're working on and we were starting to based on where we were moving and the amount of money we had looking at other options um but this um this parking lots going to continue to be a challenge for us i'm just wanting you all to know but is that going to eat up on the contingencies that we had planned on with aspen meadows partially yeah okay um the other thing we're working on and this is really tied to some of the arpa funds and and the digital divide world in terms of aspen meadows neighborhood um you all may know that we are also connected to the via next slide to the school district on a million dollar grant that they had when i started looking at the coverage area this area for aspen meadows neighborhood was in it um a few weeks ago lisa and i did a walk around with next slide looking at what we can do for camera placement um in that area but also started talking about um internet access and so i have asked them for um a bulk agreement for aspen meadows neighborhood to provide internet service there we actually were able to get them into the units and they have a really good comms room so they're looking at instead of the way they've been connecting the units when asked moving into the comms room to essentially light up the entire unit so they have um really hard work to access throughout the unit in addition to wi-fi um so we'll be working on that i'm kind of looking at some of the arpa funds or cares funds that we have available to front that digital divide piece and then we will have to eventually be able to over time absorb that within the ramp but i think if we give ourselves three three to five years um that we can do that um because the arpa funds are one time so but that's at the end that's at the neighborhood seeing no hands uh let's go on to number six other business so on other business a couple of things that we wanted to update you on and we've been working on this so you heard kathy mentioned the christman two project um wanted to touch on that one a little bit so what happened there is recently we heard that mgl who was a developer of christman one was actually interested in development of christman two it appears that last year or you know within the last year year and a half they approached um the housing authority with interest in doing the second phase we're not sure what happened but apparently the decision was not to move forward with that project um we have engaged in conversations with them um based on just the opportunities that exist today and so we have been negotiating with them over the last couple of months on what christman two would look like um as you all may remember um the housing authority had an option of christman one to come in for a hundred dollars correct kathy kathy and essentially take over the facility and begin the management on this um again not really sure what happened when this first deal was there um i think there was a situation when they used um cdb g dr funds instead of the original financing financing model that um impacted their bottom line so as we began discussions on christman two um what we've essentially noted and negotiated is a later date to to come in and officially take the properties so um but it will be not only christman one it'll be christman two uh and so that looks like it'll be at the end of 2027 um we have the ability to come in and manage the properties at an earlier date once they once the word kathy um reach stabilization reach stabilization to reach a stabilization um and so once christman two reaches stabilization even though we're going to 2027 which helps in terms of the ongoing dollars but what we also negotiated in this is that um we um adjusted the revenue split on christman one because we know we would be losing money if we came in in 2023 as the management arm but we also know the world we're in now and what we're trying to stabilize so um for christman one until we take the properties over we shifted the revenue split from uh i believe it was uh 60 40 was that the original 50 50 50 we will now um and we're going to hopefully finalize this afternoon we will now get 75 of the net revenues and they'll get 25 of the net revenues which will add an additional 203 000 coming in to the housing authority over that time which in all would be 611 000 and then obviously when we move into christman two i believe there's some development fees in that as well that will come into play so um that's what we're negotiating with them right now we will need to come in with potentially somewhere between and we've got to talk to LHTC about this and we've got to call a meeting for them but we will and when we say we meaning LHTC the city and LHA will need to come in with um anywhere from 500 to 1000 to a million dollars so what you can see though is when you look at the money we're pulling out of it the return is actually really really good in a narrow period of time what we get out of it is 49 sub 50 percent AMI units and we get 9 30 percent AMI units um and and so this is a little bit different because what we also heard from chaffa is in terms of what the work that they do what they're also seeing is an oversaturation of 60 percent AMI units and so what we did here is a little bit different and then it's an income averaging and with the income averaging you bring in 70 and 80 units but what it does is it actually gives you more sub 50 units than you would if you looked at the 60 percent AMI threshold that we've typically been looking at and and so it's a slightly different deal um we're getting more 50 below units we're getting the FAFSA unit so that's what Kathy talked about earlier um that we need to make up for the system and we're adding an additional 200 000 dollars of revenue coming in through this process so we think it's a pretty good deal for the housing authority and then knowing that we have the ability to assume management once stabilization is reached and that really works with us in terms of what we're trying to do now because the other project that's in the hopper and these are probably all going to be in construction around the same time is the element project at the suites which is sunset heights which is a fully supported project which we are supposed to be the managers of and so we're we're moving through all of those processes now and that's why the delay also worked on the christmas side christmas is going through the four percent tax credit uh for the no tax credits it would be all private activity bonds okay well what's the four percent the non competitive that they're talking about it's just non competitive period all right all right so they're going through the non competitive world um element is going through the um the tax 39 percent in approval and and so we we've had some issues we've needed to work through with doh but we think um as of last friday we're in a pretty good spot on that one so elements responding to them and we should hopefully hear in the near future so we're going to be in development on two fairly significant ads to our affordable housing product in our community um here's where the world also changes as we look at our arpa funds um right now i'm asking um the organization to look at needs but we also know we have a rare opportunity that i'm going to talk to council about in that we have 15 million dollars that we're still waiting on the treasury guidance that could potentially be used in the development of affordable housing you don't have that much money coming in and so it we could theoretically then be in a position if we can utilize the arpa funds and if council agrees with that from a policy perspective that we would then want to start looking at the property that is north of um west of the lodge at hearstone that lhdc owns lhdc correct yeah they own that one as a development project but again kind of talking about what we said earlier the need for affordable family housing um looking at something like that really looking at some of those arpa funds for potentially being the seed money in this and and this is where everything i think this is where the relationship actually really works and we're seeing things we didn't see but how do we use these opportunities to increase the revenue stream for the for the housing authority so one of the things you all may have heard us talking about and i'm just planning the seed and in your mind to start thinking about this and we're going to do the same thing with the council hopefully in the near future or the no later than the retreat um what we're really seeing in this this world of affordable housing and public private partnership is the ability to generate a large amount of revenue and really stagger how we're coming in on the management side of this and the more that we can use things like arpa funding inclusionary housing funding to to do this work um the easier becomes and so something that as we look at these projects that i'm starting to noodle around is actually the first and main transit station so if we can bring some of this money in to do mixed use development with affordable housing in it we now all of a sudden benefit a lot of things but but we're tied in there and then if you can look at it and leverage it with the public private partnership model then you can get even more housing in this and so i wanted to use christman an element as an example of how we're starting to shift our thought process a little bit in terms of what makes the most sense um long term for the housing authority and being partners in these projects and and what we can really get out of it because it does bring in um in many cases a revenue stream for very little work outside of the front end of this knowing that you'll assume a heavy lift down the road which i think times better with where we are operationally i think did i miss anything no i just would add that there's other um additional opportunities with the arpa funding that some funds are going to the the home consortium um which is like triple our normal um allocation so we're going to be meeting tomorrow our folks are going to be meeting tomorrow about um how to pipeline some projects for that those have to be used to assist homeless those at risk of homelessness um victims of domestic violence those kind of things but that's something that some of the projects we already have in the works could um maybe use funding for elements going to need some additional funding um so that might align with those goals um and then the housing authority is going to be getting hopefully some vouchers we're still not really well here by may 10th how much and and what um but that is a tenure um funding source for vouchers again really to help homeless at risk homeless domestic violence um those really high risk populations so there's a lot of opportunities that are coming um with the the arpa funding that we need to really make sure we are all aligned and have plans for everything and can hit the ground running as soon as we get the word and we start to get regulations and stuff like that to make sure everything's aligned and ready to go all right it's all very good news any questions comments from anybody uh one thing I wanted to ask too was could we get a budget to actual comparison at our monthly meetings is that something that could be worked up or balance sheet and income statement type thing absolutely okay um it's been a process of getting the budgets uploaded but they they are almost done all right I didn't know what that what that process was like so yeah so so yeah we should absolutely you want to see both the income statement and the balance sheet that'd be preferred yes detailed or summarized this let's do both summary and detail at this point then we can kind of see what sort of information we would like okay is there anything else from anybody it's like a shorter meeting this time yes Arlene so this is going to be sort of a comment and possibly a question I had the wonderful opportunity of being the first car in line at the 21st railroad stop when the train went through the other day and of course it blew its horn that is extremely loud and now Harold I know you probably know more about this than I do but I've tried to stay on top of following up on what's going on with that train board and I know that the city has received four million dollars towards quiet zones and I know that there is a list in process right now that puts into effect when those quiet zones are going to possibly be placed um 17th and some of the ones downtown closer to Columbine Elementary are looking at this year next year they're looking at the rest of the downtown areas by the school schools and also 21st I'm just wondering if I were somebody that were looking at Aspen Meadows either the senior or the apartments over there and I happen to be looking at a time when the train went through and that horn was going because this morning at six o'clock it was almost constant from 17th to 66 is that a detriment and if it is can we let people know that something's going to be done about this within a year or two um yeah we can definitely let them know the timing on this um I'm trying to pull up the website so you we can see I can give that to you all but we'll provide you the information on the timing of the project but yeah we can let them know you know what's coming and how we're moving through the the quiet zone process via the grants if they have a question we can get that information to to Lisa on this what's interesting is and I'm and I'm going to talk more globally about what I'm hearing just generally in the housing market right now is um um based on the demand um we're we're actually not seeing that people are are having issues with that at least in terms of them coming into the marketplace um what we're just seeing the updates we're getting from the realtor community is it's people are still paying a lot of money to to buy houses adjacent to the railroad so in terms of market impact probably not seeing that but we can definitely let them know Kathy I just would add that um you know that's one of the factors that HUD considers when we put any kind of HUD funding into projects which both Asimeto's apartments and Asimeto's neighborhood had in it so there are um uh noise um mitigating measures that we did take in the development of those with high efficiency windows and um and it was far enough back from the that I know it doesn't seem like it but from HUD's perspective it was far enough back from the the tracks um to mitigate that Asimeto's apartments um more so than Asimeto's neighborhood but there there have been some noise mitigating factors that have been taken um into consideration in the design of both of those um buildings as well to um help um mitigate those the noises all baby and in terms of the length of the train yeah that's that's a different issue and um we've been having conversations with them in terms of public safety responses and things like that but um it's the railroad but yeah hopefully we're done in two years which is better than we thought better place than we thought we were going to be a you know a year ago and so with the grant money we've had coming in we're actually I'm excited to get started on all this work yes jean yeah um if I may uh go back to item four a when we were talking about um um concerns for the city council retreat uh herald I think in March you did a presentation to the lha board where you envisioned lha housing authority being um a leader uh something that other housing authorities would want to emulate and I would like to see your vision next month on how how you perceive that and what needs to be done to accomplish that because we do need to we do have some um requirements um which you know Kathy and Karen and I you know we have some absolute requirements but then um we should have some room to become the kind of housing authority that we want to be and I would like to have your input on that at the next board meeting okay and just you know to answer that question so I'm going to be so I'm going to come into kind of the background of what um for my training to the politics administration dichotomy as well yeah and and so it really is the the the council that sits the policy with you all advising them and and so at least coming into this conversation I'm going to really want to hear from you all in terms of what you want to see and it may make it may make more sense to do it this way we hear from you all as an advisory board and then as the council in the retreat and you with you all joining them and then I'm able to take that feedback from what you all want to see to then say this is then how we move to that next step so if we could flip the order on it that makes more sense than what we're doing because I don't want to set policy in this I want to hear what you all want to see and do and then I want to formulate what I think what we think we need to do to to be at that next level based on your and the city your advice to the council housing authority board and their decision and where they want to go from a policy perspective and and we can and we can set that out and it isn't something that needs to be done tomorrow you know we're looking at at three five years right we could achieve yeah okay I I have no problem with that okay and I think we can help set the agenda next week to kind of get you at some of those points with best practices and things like that too good good yeah so if everybody could come ready for may to really just discuss what we see in the next three to five years in terms of the Longmont housing authority what we would like to see so then then we could give that to the city and then we'll talk about that during the the city council retreat with the Longmont housing housing authority advisory board at any other comments questions I did forget one thing we are going to be moving offices in the very near future so we bring them in to the civic center with us so we bring staff we've been talking to them about this we'll obviously have the agreement with bcp for the facility we think it's important and that you've heard me say this and we had a conversation yesterday in terms of segregation of duties all of these things but then more importantly just continuing to integrate the housing authority staff into the culture of the organization and kind of how we operate and how we work if we just we need to get that moved on because a it's really hard on Karen and Kathy and Tracy and Kendra and everybody else who are back and forth but more importantly I think the sooner we can bring them into the fold with us we can more quickly continue this culture shift that we've really been working on and I say that because if you would have asked me last May would we be in April going into May talking about two development projects potentially a third and and just where we were setting as an organization I think I would have laughed we they have done everyone has done a phenomenal job in terms of moving through this process and doing what we need to do and and to just be able to have this conversation today about Christman element development in the future we're probably six to nine months ahead of what where I thought we were going to be in doing this and and so they've been doing a lot of work a lot of phenomenal work but we just need to take these next steps it's all exciting these like new projects love it uh any other anything else otherwise do I hear a motion to adjourn you're going to adjourn have a second second from uh Parlene so uh next meeting is scheduled for May 18th uh I'll see you guys all then I have a wonderful day uh shoveling your snow