of the neighborhood and affordable housing advisory board is called to order on august 11th 2026 welcome everybody agendas of today's meeting hopefully are on the wall at the entrance to the chambers please remember to turn off your cell phones to ensure a complete record of the board's actions we ask that each individual wishing to speak clearly state your name spell your last name for the clerk i will ask the board members to introduce themselves and identify the fields they each represent i'm going to start to my left chrissy bond affordable housing frank cornier industry that sorry a little foggy this morning uh labor involved in the development of affordable housing that's bird homeless advocacy sharisa dody affordable housing and i'm robin feel the board chair and i represent the lending industry as it relates to affordable housing the first order of business is to approve the minutes of the board's july 7th 2026 meeting do i hear a motion and second all in favor any opposed minutes are approved is there anyone here to speak on items not on today's agenda if so please step to the podium and state your name and spell your last name for the record you will have three minutes to speak on a subject that is not on today's agenda hi my name is kevin rt laughlin do you need me to spell it i'm chairman of the marine advisory board so we for um the beginning of the month i had the opportunity to it to uh attend the housing authority meeting at the hampton at the hampton they discussed some compensation for the residents there for what they went through in june and july a little over two and a half weeks without air conditioning many of them had to flee one woman and i have her name if you would like it but it's not necessary i'm 100 years old who not only had to be evacuated but evacuated the hospital and she never came back i don't want to say it's because of the heat but they did remove her because she couldn't bear up to them during that meeting the board proposed a 25 rebate to the residents for missing over half of a month many of them could not even live there temperatures in the apartments reaching 88 degrees um and um and i felt this was unworthy seven food vouchers um and and 25 percent of the rent back when many of them weren't even there for over half the month on top of that um we were meeting on the second floor in what used to be a gathering room for the place but it was my understanding that they've taken that over as their boardroom led to me speaking to a gentleman a doctor who was there speaking for his mother speaking that he did not feel this compensation was right his mother betty is a 96 year old resident there and we came to discover that um several of the apartments in this building have been taken over by the house that they're using they have moved their offices under the second floor of what should be an independent living facility for our seniors no one could explain we went back the next day and did a little filming and tried to talk to the manager told that we should leave this private problem we had no right to be there or to be filming there we do have an ad for my campaign coming out about that very thing but i thought it was something that should be brought to everybody's attention and why are they taking over there the housing authority if you go to their website the waiting list is closed it has been closed for months and months and they're taking over apartments and making them into office i hopefully that's something we could look into this is supposed to be housing for our seniors is supposed to be subsidized housing and i don't see why they need to have offices my understanding is three or four of the apartments have been taken over and they intend on taking over are they taking over the whole second floor and why is the waiting list closed we have if you go to their website running out of time and try to look up an apartment one two three four five bedroom you'll get zero nothing comes their website has no information on it so i just wanted to bring that to your attention kevin rt laughlin seeing no one else come forward do we have any e-comments move to the next item for member board member memorandum try to say that three times fast notice of intent to introduce board documentation policy amendment mr dylan mayu will present this morning morning board members my name is dylan mayu i'm the housing manager the item is a discussion regarding a memorandum that was submitted by a former board member linda byers prior to the august meeting the memorandum provides notice of her intent to propose an amendment to the board's documentation and review process for future non-profit funding cycles specifically the memorandum proposes that voting members of nahab receive a complete evaluation package um approximately five to seven days prior to uh prior to the uh making funding recommendations the proposed packet would include five categories of information the comprehensive grant application the organization's irs form 990 uh its most recent independent cpa audit current year-to-date financials and that includes a balance sheet and income statement and the department's internal scoring and compliance matrix it's important to note that the grant application and scoring has historically been uploaded to the agenda item online and staff collects and reviews the most recent cpa audit financials as part of the qualification process as required by the cdbg guidelines staff has not historically collected the irs form 990 memorandum states that the intent of these proposed changes is to provide the board with additional information when evaluating applicants and making funding recommendations it also references hud monitoring guidelines related to the evaluation of subrecipient financial management systems because miss spires is no longer serving on the board she's not here to present the proposal herself however because the memorandum was submitted before she resigned we're looking at today for consideration um the item being presented is for discussion only staff is not making a recommendation to to adopt the proposed changes at this time at this point i would like to turn the item over to the board for discussion the board may discuss the recommendations ask staff questions regarding the current process and provide direction um as to whether there there's any interest in considering some or all of these recommendations at this time so chair if you'll turn it back to the board the board does anybody have any questions discussion what's the current process so the current process would be um you know we we notice the uh available availability of funding the opportunity uh once we receive that you know the application is back uh there's a two-part scoring process that's we we elect a um a technical review committee generally it's made up of professionals um in various industries um and then also staff score so staff score so staff is a staff scoring is more along the lines of will actually qualify for cdbg and more on the technical parameters um whereas the trc looks at it from a more holistic standpoint um at that point we'll bring those recommendations back to uh to nahab to you all um for discussion uh it'll go back out for public comment and then we'll bring it back to you all for a recommendation to council do the financials um do the financials um and audit does do that do those things get evaluated at the staff or the subject matter expert level they are evaluated at the staff level okay so staff evaluates generally will receive audited financials however if the organization operates under a million dollars then um we can accept their just their yearly financials it doesn't have to be audited though in general most of the time we receive audited financials and is there is anyone ever disqualified based on the the information that they provide or is there a you know is there a scoring or criteria for who gets passed on to us as a committee and who doesn't so we do look at the financials i mean i can't think of a time that we've ever disqualified anyone but you know if reserves are really low and they're asking for a large amount of funds then we'll definitely take that into account so this all stems from a couple meetings ago where we were provided information about different proposals from anofa right and then we were asked to make a recommendation to the city council correct so had we i mean five to seven days that seems reasonable to be able to just study them ourselves just the proposals even not so much financial statements but the actual proposals so that when we come to the meeting we're prepared to ask valid questions or meaningful questions it's important to note too that our agendas are posted about seven days prior to the meeting and those will include multiple attachments especially for the aap which is what you all voted on um a few weeks or a few months ago um and that will so so in that this year that included a majority of the application so it includes the financial capacity section experience the um uh you know what the what the service or facility actually does um and then the ask um we don't generally provide financial information to the board but again that's up for discussion and we don't see the scoring or the rationale for the recommendation we do provide the scoring matrix okay just more information so i think i'm i the more information the better honestly in my opinion but i don't think there's any harm in it but we as a committee don't evaluate financial capacity do we as a committee as the board yes not currently not because that's why i would think we'd want to see that that information is to determine someone's uh an organization's financial capacity and if you're already doing it i don't want to i don't want to come behind you and do something that you're already doing i know the form 990 was brought up um i think a couple of times right it's a an irs form that's submitted with their their tax returns it does break out uh additional financial information you're actually audited by a cpa whereas that form is filled out by the organization so it's not something we generally have um requested from from our applicants um but it could be we did reach out to a few other municipalities and it seemed to to us that they would collect those on a as needed basis so there's a question on the audited financials and they could you know they could i think you can pull it it's a it's public data um i think that website is a few years behind at this point um so they may request it from the service i know i know i know the 990 is publicly available but you're right it is it seems to be a year behind sometimes two years behind i think the comprehensive grant application is great it's what you all are evaluating the proposals on so i i think that's what we should see i think that along with maybe the scoring matrix which you said is already correct yeah it's attached with the item yeah do we need any kind of motion um to institute all the changes to institute all the changes some of the changes on this memorandum and we will institute that into our process but the current process we see the comprehensive grant application and we see the scoring matrix we we kind of cut the there's a lot of boilerplate information that we cut out of that and so that it's not a 400 page document actually i think it is a 400 page document so it's not a thousand page document um but we can include all of that information as well going forward like like what kind of information is that um it's um like the um like the list of board of directors or yeah a lot of that stuff and also like the uh articles of organization those kinds of things so so we already get not maybe maybe not the comprehensive application we get a uh a synopsis of the application right the proposal the proposal yeah the proposal along with information about the organization right and then and then the scoring matrix yes so do we have anything i'm good with that so we need a motion for i mean we already get that so we don't really so we don't really need a motion and you don't need to yeah you don't have to make a motion if you don't want to okay are we good with that okay thank you do we have any e-comments on that mr mayor do you have anything additional to report oh no nothing additional at this time thank you thank you do any board members have any final words before we adjourn this concludes our business for the day our next nahab meeting is scheduled for september 8th 2026 thank you everyone this meeting is adjourned you