MINUTES Deerfield Beach Housing Authority Regular Meeting Wednesday, January 29, 2014 4:30 P.M.

The Board of Commissioners (BOC) of the Deerfield Beach Housing Authority (DBHA) met in a regular session at the Sylvia Poitier Business Skills Center, 533 S. Dixie Highway, Suite 201, Deerfield Beach, Florida, on Wednesday, January 29, 2014. Chairman Pelt called the meeting to order at 4:30 p.m. This was the fourth(4th) meeting for Fiscal Year 2014. A. ROLL CALL

Commissioners Present: Anthony Pelt Chairman Jamie Marlowe Vice Chairman Naomi Gayle - Commissioner (Late 4:42 p.m.) Tony Guadagnino - Commissioner Marta Riviera - Commissioner Annette Scott Woods - Commissioner Commissioners Absent: David Reynolds Commissioner Others Present: Dr. Nadine Jarmon Executive Director Ruchelle Hobbs Director of HCV Program Jasmine Privott Director of Housing Operations Kecia Sanders Property Manager of the Palms of Deerfield Beach Townhomes David Tolces DBHA Attorney

B.

APPROVAL OF MINUTES a. November 20, 2013 - Regular Meeting

DBHA Board of Commissioners Regular Meeting Minutes January 29, 2014

Commissioner Guadagnino indicated on page five of the minutes, under the Financial Overview item, he was the speaker, not Vice Chairman Marlowe. Executive Director Jarmon 1:02 asked if that referred to page 17 for the Business Skills Center. Commissioner Guadagnino affirmed this to be correct. Commissioner ? 1:51 made a motion to approve the above stated minutes as amended. Commissioner ? 2:03 seconded the motion. The motion passed 5-0. C. PUBLIC COMMENTS (Limit three (3) minutes)

Chairman Pelt opened the meeting to public comments and received no input. D. PRESENTATIONS a. Employee Service Awards

Chairman Pelt honored Miguel St. Ange, Betty Ferguson, and Ruchelle Hobbs, recognizing their exemplary work for the DBHA and the Board of Commissioners. Their efforts to ensure the agency remained in compliance with the rules and regulations of the various governing agencies were greatly appreciated. Betty Ferguson thanked the DBHA and the Board for the award, expressing her pleasure at being an employee of the greatest housing authority in South Florida for five years. Chairman Pelt indicated Ms. Ferguson handled many of the DBHAs family sufficiency programs to help participants make the transition from public housing to homeownership. He was often stopped by people in the street who commended her for the way in which she worked with them. He recognized Miguel St. Ange, who was not present, indicating he had been with the DBHA for six years, handling the maintenance for the agency. Ruchelle Hobbs was recognized for 14 years of employment with the DBHA. HCV Director Hobbs remarked it was an honor to work and serve with the DBHA, noting she was the longest standing employee at present. Having worked under previous administrations, she felt the present one led by Dr. Jarmon had done so much to improve the DBHA, and though a small agency, it worked hard to help participants achieve homeownership. It was exciting to be a part of the agency. Chairman Pelt agreed that though the DBHA was not one of the biggest housing authorities, it was one of the best, and this was due to the work of an excellent staff.
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b.

Kennie Hobbs, Jr., of Lauderhill Housing Authority

Executive Director Jarmon indicated there had been an issue as to whether or not HUD would sanction/recognize Lauderhill Housing Authority(LHA) as a housing authority. In order for this to take place, LHA had to get at least one housing authority in the state of Florida to issue them one voucher, so Mr. Hobbs wished to present an overview of that situation. Kennie Hobbs, Executive Director of the (LHA),noted the LHA was established in 2002 and operated as a housing authority, providing a number programs, including: rental housing, homeownership, down payment assistance, and recreational programs. In 2002, they held meetings with HUD to talk about how to begin their Section 8 program, and during those meetings, they suggested the LHA reach out and speak with the authorities within Broward County, which they did. In 2002/2003, he met with all the executive directors at the time to try to have dialog on some of the programs they ran, to determine if it would be beneficial for the LHA to collaborate as it related to the Section 8 program going forward. Mr. Hobbs explained, from those meetings, the LHA went back to HUD, indicating they met with the various agencies, and two housing authorities showed a willingness to help the LHA: Fort Lauderdale Housing Authority, and the Tampa Housing Authority. One of the major things HUD spoke about was capacity; that is, they said the first thing LHA had to demonstrate was that it had the capacity to operate a Section 8 program. He noted, during that time, the LHA hired staff and began running programs other than the Section 8 program, and staff went for training. The LHA built not only its staff capacity, but its financial capacity. Mr. Hobbs stated, as it related to the City of Lauderhill within its jurisdiction, they had approximately 1,000 Section 8 vouchers. Thus, outside the City of Fort Lauderdale, they had the highest population or concentration of Section 8 vouchers. He noted the LHA thought it was important, as it related to the LHA to participate in the administration of those programs, as LHA was usually the first one people called, even if the vouchers belonged to another citys housing authority. In light of this situation, the LHA felt it was important to reach out and try to work with housing authorities, not just in Broward County, but throughout the country, because of affordability, to determine how to participate in the administration of those vouchers. He remarked their initial goal was to work with the housing authorities to see if the LHA could participate in the housing inspections to ensure the properties were up the Lauderhills code, had business licenses, etc. Mr. Hobbs stated the LHA was a five-member board, with Yvon Dorcinvil as chairperson and Kennie Davis as the vice chairperson, and like the DBHA Board of Commissioners, they were appointed by the Mayor for four-year terms. The rest of the LHA staff consisted of him as the Executive Director, Julie Saunders as Deputy Director, and Daryl Jordan as the building manager; other contract staff included an attorney, two realtors, full-time maintenance workers, housing inspectors, recreational leaders and other administrative staff. He was also
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the Assistant City Manager for the City of Lauderhill, and the LHA contracted with the City of Lauderhill to carry out its top administrative functions. Vice Chairman Marlowe questioned if Mr. Hobbs roles as Lauderhills Assistant City Manager and the LHA Executive Director might constitute a conflict of interest. Mr. Hobbs replied it had been ruled by HUD, after resumes were provided and site inspections conducted, that it was not a conflict of interest. HUD indicated it was not uncommon for housing authorities to contract administrative services, whether it was one housing authority contracting with another or with a city. He mentioned the LHA reached out and convinced other housing authorities operating in Lauderhill to allow the LHA to operate some of their programs, and the majority of those related to housing. These included: administering the Community Development Block Grant (CDBG) of about $700,000 annually; through the CDBG, the LHA funded down payment assistance, weatherization and minor home repairs. Other community activities included recreational and educational programs. Mr. Hobbs noted the LHA administered the Neighborhood Stabilization Program (NSP) that equated to about $5.7 million and, through that program, acquired and renovated properties, selling some to first-time homebuyers and used others as rental properties maintained by the LHA. The LHA managed the State Housing Initiative Program (SHIP), providing down payment assistance, and they contracted with the Cities of Lauderhill and Lauderdale Lakes to perform minimum housing inspections, doing close to 5,000 inspections annually. LHA Deputy Director Julie Saunders continued the presentation, stating, as part of the billing capacity, the LHA acquired and rehabbed close to 70 properties, 34 of which were located in the Windermere Condominiums. There were 21 multifamily units located in Central Lauderhill, predominantly a very low and low income area. The LHA had 13 NSP condominiums, the properties had been rehabilitated and the two contracted realtors were assisting in marketing and advertising them to very low, low and moderate income participants based on HUD guidelines. She noted, as part of its redevelopment efforts, the LHA acquired blighted structures, mostly within Central Lauderhill, and proceeded with the acquisition of a one-acre parcel located at NW 19th Street and NW 55th Avenue, along with 16 quad plex units located at NW 18th Place and NW 52nd Avenue. These properties would become the future location of an attractive single-family home development, the construction of which was expect to begin in the spring of 2014. Ms. Saunders intimated, for marketing and homeownership activities, the LHA hosted a homeownership fair in April 2013, providing an excellent opportunity for participants to have access to credit counselors, homeownership counselors, and other steps needed to prepare them for future homeownership.The LHA advertised a single-family home lottery in the Sun Sentinel in May 2013, and approximately 1,900 participants registered online and were included as part of the lottery conducted in June 2013. She indicated at the conclusion of the lottery, 15 participants were selected, and they we
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currently going through the process of getting qualified by banks and local lenders to take their homeownership counseling courses and begin preparations for the single-family homes that would be built. Ms. Saunders commented the LHA anticipated building 14 single-family homes in Central Lauderhill; the homes would be three and four-bedroom models ranging from 1,700 to 2,100 square feet, and they were expected to have S-tile roofing, recessed garages, energy-efficient appliances and attractive landscaping. The homes were located within walking distance to the John Mullin Aquatic and Community Center. She noted the LHA strived to ensure the families could become self-sufficient and participate in programs that offered them a chance to develop. The LHA offered a successful summer camp program for the past five years, featuring traditional sports, field trips, etc., and a unique quality was they offered academic tutoring in reading and math, as it was important for children to be able to avoid the academic regression that occurred during summer. She said the LHA also offered weekly art and dance classes, and they partnered with the local police department to defy drugs in the local community by forming the Drug Education For Youth Program. The program offered an opportunity for up to ten youths to go on a one-week leadership camp. Ms. Saunders indicated a new activity for the LHA was the science laboratory and computer learning center they anticipated launching in early 2014. In 2013, LHA conducted a basketball youth camp that focused on skill building and development of youth sports and leadership. Commissioner 21:34 ? wished to support the LHAs request and sought clarification on a few matters; for instance, did the LHA have two board members involved in real estate matters for the LHA. Ms. Saunders answered, no, the LHA had two board-approved realtors. Mr. Hobbs felt it was important to mention some of the activities the LHA was involved with in making its request for the DBHA to transfer a voucher. The LHA worked with a number of housing authorities, along with the DBHA, in Broward County for homeownership, providing related services to DBHA clients. It was important to the LHA board to have the ability to use ones voucher to purchase a home, understanding not everyone could acquire homeownership, and so had to rent. In relation to the Housing Choice Voucher (HCV) Program, he briefly discussed what the LHA saw the financial impact being to the DBHA. Over the last several months they met with HUD and, from those discussions, they met with housing authorities in the counties of Broward County, Palm Beach and Dade in the quest for the transfer of a voucher. He stated a number of housing authorities agreed to transfer or to allow Unclear 23:22 into the community, and the LHA communicated this information back to HUD and was told that in order to accept the Unclear 23:31, at least one voucher had to be transferred to the LHA. Hence the LHA going back to the various housing authority boards and asking about their willingness to transfer a voucher to the LHA. He stressed that the LHAs goal was not to harm the DBHA or
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the City of Deerfield Beach, as they understood that all vouchers had some cost or fee attached. The LHA board was willing to make the DBHA whole, whatever the financial impact to the DBHA, for transferring the voucher to the LHA. Chairman Pelt questioned the response of the housing authorities in other municipalities to the LHAs request to transfer one voucher. Mr. Hobbs replied some of the housing authorities expressed their willingness to transfer one voucher to the LHA, and he was going through the same steps as with the DBHA. He first met with their executive directors, and the latter approached the board members about the transfer, and then the LHA made a presentation similar to the one he was now making to the DBHA Commissioners. Other housing authorities they met with were not open to the idea of the transfer and refused. Chairman Pelt inquired as to the type of timeline the DBHA Board of Commissioners had to make a decision on whether to transfer one voucher to the LHA. Mr. Hobbs hoped sooner rather than later, but there was no definite timeline. The present goal was to look for some type of mutual agreement the LHA could present to HUD, stating they identified a housing authority willing to move forward with the transfer of one voucher, and HUD would engage both authorities to work out the particulars for the transfer. Commissioner Gayle asked if there would be any adverse impact to the DBHA. Executive Director Jarmon referred to a memo distributed to the Commissioners during Mr. Hobbs presentation, in which it stated she asked the DBHAs Section 8 Director Hobbs to do a back-of-the-envelope analysis of the impact to the DBHA. She disclosed that Mr. Hobbs was Mrs. Hobbs husband, but this had no influence on her analysis. The matter had been researched and analyzed for over eight months, and she was confident in Mrs. Hobbs integrity and that she had the DBHAs best interest at heart;there was no blurring of the lines, and Mrs. Hobbs representation for the DBHA was clear. The memo showed there were financial implications, and DBHA staff was not asking the DBHA Board of Commissioners to vote on the subject issue, they wanted the Commissioners to have a full understanding of what the transfer meant. Dr. Jarmon indicated Mr. Hobbs approached her shortly after she began working for the DBHA, but it had been too early for her to consider bringing it to Board due to her lack of knowledge of the DBHA at that time. She had presented the matter to her colleagues in the Broward Consortium, and the Fort Lauderdale Housing Authority and Broward County Housing Authorities were against the action, as they stood to lose the most if they did such a transfer. However, the members of the Broward Consortium were unable to convince her, from a technical standpoint, of their logic as to why they were refusing, hence her belief that it had to be an independent DBHA decision. Dr. Jarmon stated there were some legal
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implications, and Mr. Hobbs had been very understanding, patient and supportive of the DBHA process; in fairness to him, she thought it best to let Mr. Hobbs put his request to the DBHA Commission. She noted there was a way by which the DBHA could have Mr. Hobbs work out the arrangement, so the agency would not be as affected, but she was also thinking of the goodwill that should exist between housing authorities. There was still more analysis to be done before a decision could be made, but the memo contained the preliminary numbers that relayed the impact of transferring of one voucher to the LHA. She said another solution would be for the DBHA to be made whole and grandfathered in, meaning vouchers coming in moving forward, but the DBHA would retain the 37 vouchers it currently held. Chairman Pelt requested input from DBHA Attorney Tolces. DBHA Attorney Tolces disclosed he represented the Broward County Housing Authority and the Dania Beach Housing Authority, and there was considerable history with respect to Mr. Hobbs request in the County. He thought it was a good idea for Mr. Hobbs to make the presentation and request to the DBHA, and he was open to answer any questions regarding the history of the LHAs endeavors to obtain the contract with HUD to administer Lauderhills HCV Program. Dr. Jarmon and her staff needed more time to continue their analysis and, at a later date, they would present their findings and recommendations to the DBHA Commissioners. Chairman Pelt wondered if it was out of order to do an executive session. DBHA Attorney Tolces responded that an executive session was not possible, but he was willing to speak to the Commissioners individually and provide them with background on the matter on a countywide basis. The transfer of one voucher affected each housing authority differently, and if he found himself in a conflict of interest situation, he would follow the rules of the Florida Bar. Vice Chairman Marlowe commented he needed to digest the information provided in the backup, wondering to whom should he direct his questions on the matter. DBHA Attorney Tolces replied he could take whatever action he deemed appropriate, as long as the discussion was not with fellow members of the DBHA Board outside the public meeting forum. Mr. Hobbs stated, if the DBHA Board of Commissioners wished to engage in a discussion of the history of the LHAs request, he wanted to participate, as he had been involved in the process since its inception. He thanked the Board for the opportunity to present the LHAs matter, noting he as available to answer any future questions the Board might have. Chairman Pelt questioned the timeline for the DBHA to make a decision.
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Executive Director Jarmon thought the matter could be put on the February agenda for a decision, though it should be decided no later than the March meeting. Chairman Pelt reminded the Board of Commissioners that, as they conducted their own due diligence on the subject matter, they were not to communicate with each other outside the public meeting forum in compliance with the Sunshine Law. E. RAD Update

Dr. Nadine Jarmon gave an update on the RAD Program, as detailed in the backup, highlighting: The DBHA did not receive the award but was placed on a waiting list The DBHA successfully negotiated with Excel Engineering for the scope and work for the RAD at Stanley Terrace for $200,000.

Jonathan Brinkley of Excel Engineering provided a brief background on his firm and himself, as shown in the backup. He said they were excited to do the DBHA project, employing green building techniques, though the greenest practice was to maintain the existing housing stock in good repair. They were presently involved in six projects of similar scope and were versed in the dynamics and working with HUD. He noted earlier in the day they reviewed the PCMA the DBHA procured some five months prior, and they went into the units and did field measures, including the rental office, and found the first priority was to fix the roof. Mr. Brinkley stated the next step in the process would be for Excel to harness all the other team players: lenders, lender analysts, work with Mr. Baker, and take the information gathered on the tour earlier in the day and draft the existing conditions of the property. They would go back through the PCMA document in a more systematic way to confirm the goals to be accomplished, and engage the team members in weekly conference calls. He would sub the schedules, so each team member know what they were tasked with doing, acting as the focal point in theprocess; he was the single source of responsibility for communication within their company. By the time of the next Board meeting, the DBHA receive a schedule. Executive Director Jarmon remarked Board Attorney Tolces and she had been in contact with Mr. Brinkley over the last two weeks about the negotiations, and he had been extremely responsive to their emails. It was likely that the project, which staff originally anticipated closing in the first quarter of 2014, was likely to close late in the second quarter of 2014. Chairman Pelt felt appreciative of Dr. Jarmons efforts to secure and negotiate with the first selected architectural firm, but when they reached an impasse, she moved negotiations to the next ranked firm, Excel Engineering.
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F.

FINANCIAL OVERVIEW - Executive Director Nadine Jarmon

Executive Director Jarmonpresented her financial overview as indicated in the backup, stating the DBHA was in a very good cash position and, as far as the budget was concerned, the agency had been cutting back on expenses. Vice Chairman Marlowe asked if the maintenance staff installed the cameras. Executive Director Jarmon replied the DBHA contracted outside to install the cameras at the DBHA office, and they were fully operational. G. LEGAL UPDATES Attorney Davis Tolces a. U.S. vs. Cardra Robinson

DBHAAttorney Tolces mentioned his previous reporting in a memo on the date of the sentencing of Ms. Robinson, and there were no changes in the sentencing document sent by the courtto the DBHA. It was for a confirmed 18-month sentence, in which Ms. Robinson was obligated to reimburse the DBHA $348,283.12, and when she completed her sentence, she would be under three years supervised release. He said the good news was, through the work of Dr. Jarmon and her staff, the DBHA insurance carrier agreed to pay the agency $334,095.12, as a result of the loss. They anticipated getting the original release from the insurance carrier, which they would review and execute, and send it back to the carrier for payment. He had questions of the insurance carrier with respect to any payments the DBHA received from Ms. Robinson, as she was obligated to pay the DBHA 50 percent of any salary she earned from jobs while in prison.When she left prison, Ms. Robinson had an obligation to pay ten percent of her monthly gross income to the DBHA. He would make sure the insurance carrier and the DBHA had the same understanding of all matters when the DBHA signed the release. Mr. Tolces remarked there might be additional work for the DBHA if the insurance carrier chose to file a lawsuit against any of the entities involved to recover the monies they had to put out. On the matter of the LHA, Commissioners could call Dr. Jarmon or him for information. Vice Chairman Marlowesaid he needed to be briefed in order for him to make a proper decision. Executive Director Jarmon noted the DBHA had not signed the insurance carriers release passed out to the Board, as the document was only for review, and Mr. Tolces had to approved it. H. NEW BUSINESS

DBHA Board of Commissioners Regular Meeting Minutes January 29, 2014

Executive Director Jarmon wished to amend the agenda with an item under new business, as she sought Board approval to hire a new administrativeassistant. The current budget reflected that it was affordable, and she had been functioning without one since August 2013 after the matter with Ms. Robinson came to light. She conducted interviews and found two potential candidates, but the original budget and staffing plan did not include the position, so the Boards permission was needed. If granted, staff would present amendments to both the budget and the staffing plan at the next Board meeting for approval. Vice Chairman Marlowe sought further information on the two candidates Dr. Jarmon selected from among those she interviewed. Executive Director Jarmon explained she interviewed four candidates and narrowed them down to two, with whom she was very pleased. Vice Chairman Marlowe asked if she interviewed in house. Executive Director Jarmon answered no. Commissioner Gaylequestioned if the Commission would be given the names of the persons Dr. Jarmon interviewed. DBHA Attorney Tolces responded Dr. Jarmon was at liberty to tell the Board the candidates names, but she was under no legal obligation to come to the Board for approval to hire an executive assistance. However, as the Commissions approval was needed for the budget amendment to fund the position, he recommended to Dr. Jarmon that she bring the matter to the Board for their consent. Executive Director Jarmon indicated neither candidate was affiliated with the DBHA, and she would email their names to the Board of Commissioners, noting one candidate lived in the Town Homes. Vice Chairman Marlowe asked if the salary for the executive assistant was public domain, if so, he wished it divulged. Executive Director Jarmon thought a salary between $40,000 and $45,000 a year was reasonable, as she reduced it from the amount Ms. Robinson was being paid, since some of Ms. Robinsons duties were divested to other staff. These included pay checks and some to Human Resources, so the salary was reduced by $10,000. Commissioner Woods wondered if the approval to hire an executive assistant would take immediate effect.

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Executive Director Jarmon hoped to have the executive assistant position filled in the next two weeks. DBHA Attorney Tolces recommended the Board consent to Dr. Jarmon hiring an executive assistant, based on the understanding that the staffing plan and budget amendments would come back to the Board for approval at its next meeting. Commissioner Riviera made a motion to approve Executive Director Jarmon hiring an executive assistant, and for her to present amendments to the staffing plan and budget at the Boards next meeting. Commissioner Woods seconded the motion. The motion passed 6-0. I. EXECUTIVE DIRECTORS REPORT

Executive Director Jarmon reviewed her report as set forth in the backup, thanking her staff for doing all the extra work generated by the auditors extra scrutiny and many questions due to the embezzlement in 2013. Director of Housing Operations Jasmine Privott mentioned the DBHA administrative staff did a crime prevention webinar, and it was very beneficial. J. COMMISSIONERS CONCERNS & DISCUSSION ITEMS

Chairman Pelt expressed pleasure at seeing Commissioners Woods and Riviera in attendance, and asked everyone to keep Commissioner Reynolds in their prayers, as he was currently under a doctors care. Vice Chairman Marlowe affirmed Commissioner Reynolds was at the Cleveland Clinic. K. ADJOURNMENT

The meeting was adjourned at 5:47 p.m.

________________________________________________________________ Anthony Pelt, Chairman

________________________________________________________________ Dr. Nadine Jarmon, Executive Director

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