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Home My WebLink About2015-06-25 Regular Meeting ' ~ AGENDA GRAPEVINE HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING TH[]RSDAY' j[lNE 25. 2015 AT 4:30 P.M. GRAPEVINE HOUSING AUTHORITY OFFICE 131 STARR P[ACE, GRAPEVINE' TEXAS CALL TO ORDER CITIZENS COMMENT REPORT OF THE EXECUTIVE DIRECTOR (INFORMATIONAL ONLY) 1. Rent Delinquency and Information Sheet 2. Capital Funds Report and Work inProcess 3. Report of Public Housing and Section 8 Activity and Issues 4. Volunteer Recognition Resolution document from ceremony May 1. 2D15 6. Minutes from the Resident Advisory Board held un June 18. 2O15 EXECUTIVE SESSION Section 551.O74— Personnel deliberate the appointment, employment, compensation and duties of the HCV Housing Coordinator and Executive Director. The Board to reconvene in open session to consider and take any action related to the duties and compensation of the HCV Housing Coordinator and Executive Director. NEW BUSINESS 1. Consideration of the minutes from the April 21. 2O15 meeting and take any necessary action. 2. Consideration and acceptance of the personnel duties and compensation of the HCV Specialist and Executive Director; and take any necessary action 3. Update on the status of relinquishing the Section 8 HCV Program vouchers back bz HUD and take any necessary action. 4. Consideration and acceptance of the March, April and May 2O15monthly financial statements and take any necessary action. � 5. Consideration and acceptance of Elizabeth Spencer, CPA Audit Engagement Letter for year ending December 31. 2O14 and take any necessary action. � ADJOURNMENT IF YOU PLAN TO ATTEND THIS PUBLIC MEETING AND HAVE DISABILITY THAT REQUIRES SPECIAL ARRANGEMENTS ATTHE K8EET/NG, PLEASE CONTACT THE GRAPEVINE HOUSING AUTHORITY OFFICE AT(817)488-8132AT LEAST24 HOURS IN ADVANCE OF THE MEETING. REASONABLE ACCOMMODATIONS WILL BE MADE TO ASSIST YOUR NEEDS. !N ACCORDANCE WITH TEXAS GOVERNMENT CODE, CHAPTER 551.001 etaeq. ACTS OF THE 1903TEXAG LEG|SLATURE, THE SPECIAL BOARD OF COMMISSIONERS MEETING AGENDA WAS PREPARED AND POSTED ON THIS THE 22ND DAY OFJUNE 2015AJ4:30 P.M. Debra Wells, Executive Director State of Texas County of Tarrant City of Grapevine The Board of Commissioners of the Grapevine Housing Authority met in Regular Session on this the 25th day of June 2015 in the Conference Room of Grapevine Housing Authority, with the following members present to wit: Jane Everett Chair Randy Bacon Vice Chair/Finance Officer Joetta King Commissioner Karen Rice Commissioner Terri Rushing Resident Commissioner Constituting a quorum, with the following also present: Debra Wells Executive Director Duff O'Dell City Council Liaison Linda Troeger Guest CALL TO ORDER Chairman Everett called the meeting to order at 4:40 p.m. CITIZEN COMMENTS No citizen comment EXECUTIVE SESSION Chairman Everett announced the Board of Commissioners would go into closed session for discussion related to Section 551.074 — Personnel: deliberate the appointment, employment, compensation and duties of the HCV Housing Coordinator and Executive Director. The Commissioners closed the doors to the Grapevine Housing Authority Conference Room and began the closed session at 4:40 p.m. The closed session ended at 4:47 p.m. NOTE: The Commissioners continued with the Regular Meeting in open session. REPORT OF THE EXECUTIVE DIRECTOR (INFORMATIONAL ONLY Item #1. Rent Delinquency and Information Sheet The Executive Director reported to the Board on the rent delinquencies, number of empty units, work orders and statistical information for the waiting list for Public Housing through June 25, 2015. Also reported was the statistical information for the Section 8 Voucher Program including number of Vouchers leased up, cost per voucher, number of applications on the waiting list, and the Portability and Receipts report. Portability accounts receivables aging report included. Item #2 Capital Funds Report and work in progress The Board was provided with the monthly Capital Funds Report including on going projects. Item #3 Report of Public Housing and Section 8 activity and issues The Board was provided with a report of activity and issues during the month of June 2015. Item #4 Volunteer Recognition Resolution Document The Board was provided with a Resolution from the Volunteer Recognition Ceremony hosted by State Representative Giovanni Capriglione on May 1, 2015, Volunteers who serve on boards in the area were recognized with a dinner and a Resolution, Item #5 Minutes from the Resident Advisory Board held on June 19, 2015 The Board was presented with minutes from the Resident Advisory Board Meeting held on June 19, 2015. NEW BUSINESS Item #1 Consideration of minutes from the April 21, 2015 Board Meeting The Board was presented with the minutes from the April 25, 2015 board meeting for approval. Commissioner Rice moved and Commissioner King seconded to accept the minutes as presented. Ayes: Everett, Bacon, King, Rice & Rushing Nays: None Absent: None Motion passed. 2 Item #2 Consideration and acceptance of the personnel duties and compensation of the HCV Specialist and Executive Director Chairman Everett stated that there was action necessary from the Executive Session under Section 551-074 related to the HCV Specialist and Executive Director. Commissioner Rice moved and Commissioner Rushing seconded a motion to give Jessica Pippin a raise as discussed. Commissioner Rice moved and Commissioner Bacon seconded a motion to approve reduced hours for the Executive Director effective January 1, 2016. Ayes: Everett, Bacon, King, Rice & Rushing Nays: None Absent: None Motion passed Item #3 Update on the Status of Relinquishing,the HCV Program Back to HUD The Board was provided with a letter accepting the transfer of the HCV Program by HUD. They were also provided a timeline created from HUD's notice PIN 2012-11(HA) outlining the process from start to finish of the transfer. It was reported that HUD has been contacted several times regarding setting a meeting to discuss the transfer. Staff was informed they have not made a decision regarding the receiving PHA. It was reported that HUD would be contacted again around the middle of July requesting a meeting. No action taken. Item #4 Consideration and acceptance of March, April and May 2015 Monthly Financial Statements Commissioner Bacon reported that he reviewed the March, April and May 2015 monthly financial statements. He stated that a coding error for the maintenance contract was corrected and now the budget matches where the expense is being coded. Commissioner Bacon moved and Commissioner Rice seconded to accept the March, April and May 2015 monthly financial statements as presented, 3 Ayes: Everett, Bacon, King, Rice & Rushing Nays.- None Absent: None Motion passed. Item #5 Consideration and acceptance of Elizabeth Miles CPA Audit Engagement Letter for year ending. December 31 2014 The Engagement Letter for the December 31, 2014 audit from Elizabeth Miles, CPA was presented to the Board for approval, Commissioner Rice moved and Commissioner Bacon seconded to approve the Engagement Letter from Elizabeth Miles, CPA for the December 31, 2014 audit. Motion Passed. Ayes: Everett, Bacon, King, Rice & Rushing Nays: None Absent: None ADJOURNMEN1 Commissioner King moved and Commissioner Bacon seconded that the meeting be adjourned. Ayes: Everett, Bacon, King, Rice & Rushing Nays: None Absent: None Motion passed. Meeting adjourned at 5:45 p.m. PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE GRAPEVINE HOUSING AUTHORITY ON THE 2,7TH DAY OF AUGUST 2015. APPROVED: ATTEST: J n —Everett, Chair Debra�Wells, Executive Director 4