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HomeMy WebLinkAbout2024-09-10 VLHA Minutes Vail Local Housing Authority Minutes Tuesday, September 10, 2024 3:00 PM Council Chambers and hybrid via Zoom The Vail Local Housing Authority meets every 2nd and 4th Tuesday of the month unless otherwise noted. The meetings are always available via zoom and often they are Hybrid including in-person. Please check the agenda the day of each meeting for planning. PRESENT ABSENT Steve Lindstrom Christine Santucci Craig Denton Dan Godec Kristin Williams STAFF Jason Dietz, Vail Housing Director Missy Johnson, Housing Coordinator 1. Call to Order 1.1 Call to Order Called to order at 3:01 p.m. 1.2 Zoom Meeting 1 (Pre-Executive Session) Time: 60 Min. 1.3 Zoom Meeting 2 (Post-Executive Session) 2. Citizen Participation 2.1 Citizen Participation No citizen participation. 3. Approval of Minutes 3.1 VLHA August 27, 2024 Minutes Presenter(s): Missy Johnson, Housing Coordinator Time: 5 Min. 2024-08-27 VLHA Minutes.pdf MOTION: Williams SECOND: Godec PASSED: 3-0 4. Main Agenda 4.1 Financial Policies and Best Practices Presenter(s): Carlie Smith, Finance Director VLHA Budgeting and Procurment.pdf Smith presented best practices on contracting, procurement and budgeting practices as she referenced multiple slides in detail. These are governed by state statute, so the Vail Local Housing Authority is included. Conversation ensued, specifically around professional services agreements and allocation of funds. If it is not in an Authority budget, or supplemented, they should not be contracting for it. Lindstrom referenced the professional services budgeted but Carlie suggested to allocate the funds in a public way through a motion, as long as the funds in total are available. If the Authority becomes more involved, with a budget over $750,000, a procurement process must be in place. The following topics were also covered and referenced: grant administration, current VLHA revenue resources and discussion around the recent grant funding that was applied for and awarded to the Town of Vail. Godec suggested putting a procurement policy and a grant policy in place that can be revisited and/or on an annual basis. Documentation, due diligence and process for bid procurement is to be built into a purchasing policy. Carlie suggested using Town language and Deitz agreed. Denton joined at 3:15 p.m. 4.2 Update on VLHA Website and Email Accounts Presenter(s): Steve Lindstrom, VLHA Chairman Time: 10 Min. Lindstrom lead the group in discussion and plan for an Authority website and email accounts. He and Williams met with Resolution Graphics about the capabilities. Lindstrom also spoke with another contact but he has less graphics experience and offers more of back of house offerings. The group is seeking a domain name, website function and email addresses. Motion made to Engage Resolution Graphics for approximately $3,000 subject to any input from Town legal. MOTION: Denton SECOND: Williams PASSED: 4-0 4.3 Update on Local Planning Capacity Grant Presenter(s): Jason Dietz, Housing Director Time: 10 Min. Dietz provided a summary off status. It is TBD as to when the grant funding wi Intent is to utilize the grant funds as the Authority had advised in the application of the grant including MPG group and others. There was modification made to the grant to allow more flexibility to allow financial consulting as well as additional grant management. The procurement process will need to be followed, once the contract is signed. 4.4 Discussion on Semi-Annual Housing Update Presenter(s): Jason Dietz, Housing Director and Steve Lindstrom, VLHA Chairman Time: 15 Min. Lindstrom suggested getting it on the Council calendar. In addition to providing updated statistics, Lindstrom suggested adding an overview of financial overview and movement of funds starting in 2021. Additional items to include: Policy projects yet to be completed and those that were just recently updated. Updating Housing Zone District. West Middle Creek trial through Design Review Boards and variety of variances. Dietz is unsure of when the strategic plan can be shared with the Authority but will update as appropriate. 4.5 Review of Employment Scenarios for Resident Community Housing Programs Presenter(s): Missy Johnson, Housing Coordinator Time: 20 Min. Employment Scenarios for Resident Occupied Deed Restrictions Staff Memo 09102024.pdf This item was moved to the end of the agenda. The memo and variety of employment scenarios was presented with the desire to put additional policy towards the employment qualifications. The housing staff presented a variety of examples in hopes of receiving feedback from the Authority. Primarily examples of LLCs, the information is presented as hypotheticals vs. specifics to local residents and homeowner with the intention of looking ahead towards the finalization of Timber Ridge deed restriction. The authority agrees that the LLC is not necessarily a determining factor of an approved resident. The discussion ensued around employees working for businesses that provide goods or services within Eagle County. Examples of employees that seem to be easy approved examples like ski reps. Other scenarios were discussed like the trades, creatives and more. The group aims to be sure the intended groups are being placed in community housing including Vail Resorts employees, trades servicing locally, and companies not requiring employees to work within the organization post-Covid. There was consensus to use 'goods and services' when considering how to build and protect housing for local workers. Clarification was provided around the qualification that requires 75% of an individual's overall income to come from a business in Eagle County vs. Town of Vail. Conversation ensued around the wide variety of LLCs in Eagle County to include creatives, designers, consultants, developers and more. 5. Matters from the Chairman and Authority Members 5. 1 Matters from the Chairman and Authority Members Presenter(s): Steve Lindstrom, VLHA Chairman Dietz and Lindstrom reviewed a few continuous topics within the Town including Vail InDEED funding, Civic Center planning, Dobson Ice Arena expansion and contracts and West Middle Creek. The Town is looking to update the TOV employee housing program including eligibility, rates and more. Finance continues to review in preparation to make recommendation for the STR nexus fees likely to revisit in October. The Authority left regular session to enter into Executive Session at 3:58 p.m. MOTION: Williams SECOND: Godec PASSED: 4-0 6. Executive Session 6.1 Executive Session per C.R.S. §24-6-402(4)(a)(e) - to discuss the purchase, acquisition, lease, transfer or sale of real, personal or other property interests and to determine positions relative to matters that may be subject to negotiations regarding: Vail InDEED application and an EHU Exchange. Presenter(s): Missy Johnson, Housing Coordinator Time: 10 Min. 7. Any Action as a Result of Executive Session 7.1 Any Action as a Result of Executive Session The authority reconvened at 4:16 p.m. into regular session. Motion made to direct staff to proceed with the terms as suggested in Executive Session. MOTION: Godec SECOND: Williams PASSED: 4-0 8. Adjournment 8.1 Adjournment 5:00 PM (Estimate) Time: 5 Min. The Authority adjourned at 4:17 p.m. 9. Future Agenda Items 9.1 Breakdown of Housing Funds Continuation of Eagle County Employee Qualifications 10. Next Meeting Date 10.1 Next Meeting Date September 24, 2024