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07/15/1997 NEIGHBORHOOD & AFFORDABLE HOUSING ADVISORY BOARD MEETING CITY OF CLEARWATER July 15, 1997 Present: Mary Myhill Chair Howard Groth Vice-Chair Rev. William Graham Board Member Milly Joplin Board Member Bertha Kelley Board Member William Turner, Sr. Board Member Mayme W. Hodges Board Member Shirley Moran Board Member Warren Hunt Board Member - arrived 10:02 a.m. Alan J. Ferri Housing & Urban Development Director Michael Holmes Housing & Urban Development Assistant Director Patricia O. Sullivan Board Reporter The Chair called the meeting to order at 10:00 a.m. at City Hall. To provide continuity for research, items are in agenda order although not necessarily discussed in that order. ITEM #2 - Approval of the Minutes Member Joplin moved to approve the minutes of the regular meeting of May 20, 1997, as recorded and submitted in written summation to each board member. The motion was duly seconded and carried unanimously. In response to a question, Housing & Urban Development Director Alan J. Ferri said the City Commission created NAHAB (Neighborhood & Affordable Housing Advisory Board) 3 years ago as a citizen participation body to advise the City regarding the Consolidated Plan and to reflect State requirements under SHIP (State Housing Initiatives Partnership). NAHAB has broader responsibilities than the previous NAC (Neighborhood Advisory Committee) but does not address issues related to infrastructure, rights-of-way, etc. such as the NAC. ITEM #3 - Agency Presentation Schedule Mr. Ferri proposed a presentation schedule for Clearwater Consolidated Plan Subgrantees, noting most fall into 2 categories: 1) housing and 2) public services. Concern was expressed too many subgrantees not be scheduled for the same meeting. It was noted some previous presentations were too long. Mr. Ferri indicated the next notice of funding availability will be issued in February 1998. After this notice is issued, NAHAB members cannot meet individually with agencies applying for funding for FY (fiscal year) 1998/99. In response to a question, Mr. Ferri said NAHAB did not meet this year in January. Regarding presentations prior to the beginning of FY 1997/98, Mr. Ferri said the programs to be addressed are ongoing. Representatives will be invited to discuss the past year, future plans, and concerns. It was requested that reports not be repetitious. Mr. Ferri said NAHAB can require subgrantees to report on specific criteria within a predetermined time frame. It was noted presentations will raise questions. Mr. Ferri said NAHAB members can probe subgrantees two ways: 1) during presentations and 2) while conducting monitoring visits. Mr. Ferri welcomed board members to submit all questions or concerns in writing to the Housing & Urban Development Department for a reply, in writing, at a future board meeting. Following discussion, the schedule is: 1) September 16, 1997 - Salvation Army, Partners in Self-Sufficiency, POC (Pinellas Opportunity Council), Boys & Girls Clubs, and Girls Inc., of Pinellas; 2) October 21, 1997 - CNHS (Clearwater Neighborhood Housing Services) and Tampa Bay CDC; 3) November 18, 1997 - CSF (Community Services Foundation) and HEP (Homeless Emergency Project, Inc.); and 4) February 17, 1998 - CRT (Community Response Team). Mr. Ferri said the Housing & Urban Development Department presentation can be scheduled at any time as NAHAB does not review the department’s request for funding. Consensus was to not schedule a NAHAB meeting for January 1998. Mr. Ferri will advise subgrantees to be prepared to make a 5 minute presentation and answer questions from NAHAB members. It was recommended subgrantees report on how they have spent City-provided funds, how successful they are, as a percentage, in reaching their goals, barriers they are encountering, and technical assistance they need from the City. Staff was requested to distribute subgrantee submission reports to board members monthly. It was felt quarterly reports do not provide adequate information. It was suggested issuing a monthly report would be a hardship for staff. Mr. Ferri said entering the data and printing the reports take considerable time but he will comply with the request. ITEM #4 - Subgrantee Monitoring Assignments NAHAB members agreed to the following subgrantee monitoring assignments: 1) Graham - Boys & Girls Clubs - Public Services; 2) Myhill - CNHS - Home Ownership; 3) Myhill - CNHS - Housing Rehabilitation; 4) Myhill - CNHS - Economic Development; 5) Moran - CRT - Code Enforcement; 6) Joplin - CSF - Fair Housing; 7) Joplin - CSF - Rental Housing; 8) Joplin - CSF - Public Facilities; 9) Joplin - CSF Home Ownership Training; 10) Graham - Girls Inc., of Pinellas - Public Services; 11) Kelly - HEP - Rental Housing; 12) Hodges - Partners In Self-Sufficiency - Public Services; 13) Hodges - Partners In Self-Sufficiency - Public Facilities; 14) Joplin - POC - Public Services; 15) Turner - Salvation Army - Public Services; 16) Groth - Tampa Bay CDC - Home Ownership Training; and 17) Groth - Tampa Bay CDC - Home Ownership. It was recommended rotating their assignments next year will provide fresh perspectives. It was noted individual members can visit an agency at any time prior to the issuance of the next notice of funding availability. ITEM #5 - Old Business Chair Myhill referred to the June 17, 1997, board election, thanking members for supporting her as Chair. She recognized Member Groth for his many years of public service and noted he had served as NAHAB Vice Chair during the previous year. She felt he should have been appointed Chair and requested members to reconsider their vote. She welcomed the opportunity to serve as Vice Chair under Member Groth. In response to a question, Member Groth indicated he would feel uncomfortable assuming the position of Chair now as the majority of NAHAB members had not voted for him. He suggested if Chair Myhill prefers serving as Vice-Chair, the voting process should be repeated. Member Groth moved to nominate Member Joplin as Chair and Chair Myhill as Vice-Chair. Member Joplin declined the nomination. Mr. Ferri stated NAHAB’s Rules of Procedure are mute on this point. It was noted Chair Myhill was elected and has assumed the position. It was recommended the Rules of Procedure be amended so that following service as Vice-Chair, that person shall be appointed Chair. Chair Myhill said she would serve as Chair. Her intention was for the board to be success. Member Moran moved to amend NAHAB’s Rules of Procedure so that the Vice-Chair becomes Chair the following year. The motion was duly seconded and carried unanimously. ITEM #6 - New Business Rules of Procedure Concern was expressed NAHAB does not operate under Robert’s Rules of Procedure. Mr. Ferri reported NAHAB had adopted their Rules of Procedure to meet the City Clerk’s requirement. NAHAB’s Rules of Procedure are simple and make no reference to Robert’s Rules. Copies of the Rules of Procedure and a list NAHAB Board membership were requested. Consolidated Plan Mr. Ferri said Thursday marks the end of the citizen participation portion of the Consolidated Plan process. The public is invited to comment on the Consolidated Plan at the public hearing on July 17, 1997. Mr. Ferri was complimented on his presentation regarding Plan components to the Commission on July 14, 1997. Allocation Process Concern was expressed the current allocation process provides agencies “all or nothing.” This Autumn, Mr. Ferri will bring forward recommendations for changes to the process. He recommended allowing agencies to receive no more than 10% more than their average production figures during the previous 3 years. All changes must be approved by the City Commission and US HUD. Annual Presentation to City Commission It was questioned when NAHAB will present their annual report to the Commission. It was felt the report will be more valuable if it is presented by several members. Mr. Ferri was asked to confirm what type of information the City Commission desires. Career Options Survey Career Options is under contract with the City to assess all available job training, placement, and support services in the Brownfield area, to identify job training, placement, and development needs in the area, and to make recommendations to the City regarding service gaps and redundancies. Career Options has held 2 meetings regarding the survey in North Greenwood. The report should be available in late August 1997. Mr. Ferri stated US EPA (U.S. Environmental Protection Agency) funds can be used only for fob planning, not job placement, training, or development. ITEM #6 - Announcements a) Next Scheduled Regular Meeting The next meeting is scheduled on September 16, 1997. ITEM #7 - Adjourn The meeting adjourned at 10:52 a.m.