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Minutes Housing Comm 11_28_06 MINUTES OF HOUSING COMMISSION MEETING DATE: 28 November 2006 TIME: 4:00 p.m. PLACE: Housing and Community Development Department 1805 Central Avenue, Dubuque, IA 52001 Commissioner Holz called the meeting to order at 4:03 p.m. following staff assurance of compliance with Iowa Open Meeting Law. Commissioners Present: Angie Mozena Dorothy Culbertson Dave Kapler John Plein Dorothy Schwendinger, OSF Rachel Savage Jim Holz Commissioners Absent: Bill Helling Char Eddy Linda Frommelt Staff Present: David Harris Janet Walker Jean Noel Joleen Patterson Tim O’Brien Laura Carstens Public Present: Julie Woodyard Dale Arensdorf Review and Certification of Minutes of 24 October 2006 Commission Meeting Commissioner Mozena moved to approve the 24 October 2006 Housing Commission meeting minutes. Commissioner Schwendinger seconded. Roll call. All present in favor. Motion passed. Correspondence/Public Input David Harris shared a letter from Michelle Mihalakis of Fresh Start Housing, LLC, thanking the Commission for working with her to establish Project Based Rental Assistance for women with mental illness and substance abuse issues. He also noted correspondence from the Long Range Planning Advisory Commission, thanking the Commission for their input and support on the Goals and Objectives of the Comprehensive Plan’s Housing Element. David also mentioned the resignation of Harry Neustadt and the letter that was given to him on behalf of the Housing Commission, Community Development Commission and Housing Trust Fund thanking him for the many years of service and dedication to the Housing Department David noted the appointment of Linda Frommelt to the Housing Commission. Old Business Administrative Reserves Balance; Commission letter to the City Manager David discussed the letter that was sent to the City Manager from the Housing Commission regarding Section 8 Program reserves. With the Housing Department scheduled to move to the Federal Building next year, an additional expenditure of $71,000 will be withdrawn from the Section 8 reserves. For the past three years, the Section 8 Program has experienced budget cuts, due to decisions made by the Department of Housing and Urban Development (HUD) and Congress. This had a severe impact on the program and significantly diminished the administrative reserves balance. For this reason, the Housing Commission requested identification of other funding sources to assist with the costs of the Federal Building renovation. In response, the City Manager suggested waiting until January when they can review the budget and discuss other possible funding sources. New Business SEMAP Report; Response letter to HUD David reported on the Section 8 Management Assessment Program (SEMAP) certification for the Housing Department. SEMAP enables HUD to better manage the Section 8 tenant-based program by identifying capabilities and deficiencies related to the administration of the Section 8 program. The final Housing SEMAP score for the fiscal year ended June 30, 2006 was 86% with an overall performance rating of “standard.” Administrative Plan Amendment: Change to subsidy standards Janet Walker proposed a change to the subsidy standards for the Section 8 Administrative Plan. She proposed removing the section identifying parent/child relationships, simplifying the plan to issue vouchers according to the number of persons in the household. The Voucher unit size under the subsidy standards increased to remove the placement of 2 persons per Living/Sleeping Room to one person per Living/Sleeping Room. The desired result will be less time searching for units by voucher holders and faster turn around time for lease ups. Commissioner Schwendinger moved to approve the change to the Section 8 Administrative Plan. Commissioner Culbertson seconded. Roll call. All present in favor. Motion passed. Request from Homeless Advisory Committee for Landlord Training Julie Woodyard of Hillcrest Family Services spoke on behalf of the Homeless Advisory Committee. She requested support from the Housing Commission for addressing issues with problem landlords and tenants. She suggested various ways in working with other downtown neighborhood associations to develop better relationships between landlords and tenants and maintaining properties, keeping them safe and suitable for tenants. AIA Sustainable Design Assessment Team Program Application Laura Carstens, Planning Services Manager for the City of Dubuque requested a letter of support from the Housing Commission for a grant application to the American Institute pf Architects (AIA) for the Sustainable Design Assessment Team (SDAT) Program. The SDAT program is a community assistance program that focuses on principles of sustainability by having professionals work with stakeholder groups to help them develop a vision and framework for sustainable projects in the future. Laura also requested a Commission member volunteer to represent the Housing Commission on the SDAT Steering Committee. Commissioner Culbertson move to approve a letter of support from the Housing Commission for the SDAT grant application. Commissioner Holz seconded. Roll call. All present in favor. Motion passed. Commissioner Kapler volunteered to serve on the SDAT Steering Committee in behalf of the Housing Commission. FY 2008 Operating Budget David reviewed the proposed FY 2008 Operating Budget for the Section 8 Program. He noted a projected a $31 000 deficit, reflecting purchase of a replacement inspector vehicle and new computers for Section 8 staff. Request for waiver of down payment requirements for HEART homebuyers Joleen Patterson requested that the Commission waive the required 3% downpayment to 2% and 1% for the purchase of the two HEART properties located at 2052 and 2056 Washington Street, respectively. Commissioner Plein moved to approve the request. Commissioner Mozena seconded. Roll Call. All present in favor. Motion passed. Commission Appointments to Community Development Commission and Housing Trust Fund Committee David discussed the vacancies available on the Community Development Commission and the Housing Trust Fund Committee due to the retirement of Harry Neustadt. Commissioner Plein moved to appoint Commissioner Culbertson to the Housing Trust Fund. Commissioner Mozena second. Roll Call. All present in favor. Motion passed. Commissioner Schwendinger stated that she would consider serving on the Community Development Commission and would make a decision at a later date. David mentioned he would get a packet of information regarding the Community Development Commission to her for review. Requests for Appeals: Dale Arnesdorf and Tyron Wright Dale Arnesdorf Dale Arnesdorf was denied assisted housing benefits for failing to report true and complete information regarding her criminal background. She requested an appeal that was set for September 18, 2006 at which she failed to appear due to a comprehension problem. On October 9, 2006 a “Notice of Hearing” was mailed to her notifying her of the date and time of the hearing. She again failed to attend, forfeiting further rights to appeal. The certified mail that was sent to her was returned to our office “unclaimed.” Dale then called in October asking when her hearing was to be held. Staff explained that it was scheduled and she failed to attend. Dale explained she had moved and did not receive the hearing notice. Dale then submitted a request to the Commission for another hearing. Commissioner Mozena moved to deny the appeal for another hearing. Commissioner Holz seconded. Roll Call. Commissioner Kapler – No. All others present in favor. Motion passed. Tyron Wright Tyron Wright requested the Housing Commission to allow an appeal of the decision to terminate his assisted housing benefits. Tyron became a Section 8 participant in April, 2006. In July he was reminded that he was in violation for not providing zero income reports and was sent notice th to terminate assistance as of September and had until August 20th to appeal. On August 18 he provided verification of zero income for the months of April, May and June. On August 25th he was again notified for failing to comply with program rules and given the opportunity to submit thth verification of zero income for July and August by September 5. On September 29, staff stnd proposed termination effective November 1 with the date to appeal no later than October 22. th On October 11, he did supply a zero income statement for July and August but not September th and October and did not request an appeal of the termination notice. On October 18, staff attempted to contact Tyron to let him know he had not complied with his submissions. On th October 30 he contacted staff to say he did not get the notice because he had been in Chicago. Because he had missed his appeal date and did not comply with program regulations, he submitted a request to the Housing Commission to grant him an appeal. Commissioner Mozena moved to deny Tyron an appeal. Commissioner Holz seconded. Roll Call. All present in favor. Motion passed. Information Sharing Report on Shirley Brown Appeal Janet explained that a hearing was held regarding Shirley Brown, involving criminal acts by a minor and the denial of assisted housing benefits based upon juvenile records. As a result, Tim O'Brien and staff recommended a change in the Administrative Plan since referrals through the Juvenile system are not considered to be "criminal" according to definition and are handled through the informal adjustment process. The appeal was accordingly granted by the hearing officer. Janet will work with Tim to draft an amendment to the administrative plan, for a future Commission meeting. Adjournment There being no further business to come before the Commission, Commissioner Kapler motioned to adjourn the meeting. Commissioner Schwendinger seconded. Motion passed by acclamation. Meeting was adjourned at 5:30 p.m. Minutes taken by: Jean Noel Housing Secretary Respectfully submitted by: David Harris Department Director