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Home My WebLink About2015-04-21 Regular MeetingAGENDA GRAPEVINE HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING TUESDAY, APRIL 21, 2015 AT 4:30 P.M. GRAPEVINE HOUSING AUTHORITY OFFICE 131 STARR PLACE, 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 in Process 3. Quarterly Investment Report 4. Report of Public Housing and Section 8 Activity and Issues 5. Minutes from the Resident Advisory Board held on April 17, 2015 NEW BUSINESS Consideration of the minutes from the March 5, 2015 meeting and take any necessary action. 2. Discussion of information provided regarding the Section 8 HCV Program and consideration and acceptance of Resolution No. 15-01 Authorizing the Transfer of the Section 8 HCV Voucher Program Back to HUD; and take any necessary action. 3. Consideration and acceptance of the December 2014, January and February 2015 monthly financial statements. 4. Consideration and acceptance of proposals from Preservation Tree Services for annual tree maintenance of all properties and take any necessary action. ADJOURNMENT IF YOU PLAN TO ATTEND THIS PUBLIC MEETING AND HAVE A DISABILITY THAT REQUIRES SPECIAL ARRANGEMENTS AT THE MEETING, PLEASE CONTACT THE GRAPEVINE HOUSING AUTHORITY OFFICE AT (817) 488-8132 AT LEAST 24 HOURS IN ADVANCE OF THE MEETING. REASONABLE ACCOMMODATIONS WILL BE MADE TO ASSIST YOUR NEEDS. IN ACCORDANCE WITH TEXAS GOVERNMENT CODE, CHAPTER 551.001 et seq, ACTS OF THE 1993 TEXAS LEGISLATURE, THE SPECIAL BOARD OF COMMISSIONERS MEETING AGENDA WAS PREPARED AND POSTED ON THIS THE 17TH DAY OF APRIL 2015 AT 4:30 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 21st day of April 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 Joett,a 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 Greg Jordan Administrative Services Director CALL TO ORDER Chairman Everett called the meeting to order at 4:30 p.m. CITIZEN COMMENTS No citizen comment 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 from April 1, 2015 through April 17, 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 Quarterly Investment Report The Board was presented with the Quarterly Investment Report for the quarter ended March 31, 2015. Item #4 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 April 2015., Item #5 Minutes from the Resident Adviso[y Board held on April 17, 2015 The Board was presented with minutes from the Resident Advisory Board held on April 17, 2015. NEW BUSINESS Item #1 Consideration of minutes from the March 5, 2015 Board Meeting The Board was presented with the minutes from the March 5, 2015 board meeting for approval, Commissioner King moved and Commissioner Bacon seconded' to accept the minutes as presented. Ayes: Everett, Bacon, King, Rice & Rushing Nays: None Absent: None Motion passed, Item #2 Discussion of information provided reaa,rding the Section 8 HCV Program and consideration and acceptance of Resolution No. 15- 01 Authorizinq the Transfer of the Section 8 HCV Voucher Program Back to HUD The Board was presented with budgetary information from the fee accountant to help make a more sound decision regarding the Section 8 HCV Voucher Program (HCV Program). Three estimated budgets for 2016 were provided with difference scenarios showing the financial impacts if the HCV Program is transferred back to HUD. A resolution authorizing the transfer of the HCV Program back to HUD was presented for discussion and approval, The Board agreed after reviewing the financial data provided that the HCV Program could not remain viable past this 2 year. Discussion pursued regarding assuring that the City Council members were informed on the passage of Resolution #15-01 by the Board. It was suggested that the last "Whereas" of the resolution be revised and the phrase "'best course of action" incorporated and reviewed by the City Attorney. Commissioner Rice moved and Commissioner King seconded a motion to accept Resolution 15-01 Authorizing the Turnback or Transfer of the Housing Authority's Section 8 HCV Vouchers to HUD as amended, Ayes: Everett, Bacon, King, Rice & Rushing Nays.- None Absent- None Motion passed Item #3 Consideration and acceptance of the December 2014, January and February 2015 monthly financial statements Commissioner Bacon reported that he reviewed the December 2014 monthly financial statements and found the acceptable. Commissioner Bacon stated that while reviewing the January and February 2015 monthly financial statements he discovered a coding error for the City's maintenance contract payment. He requested that the fee accountant be notified that the January, February and March 2015 statements require reclassification of the City's maintenance contract payments and the coding be changed going forward. Commissioner Bacon moved and Commissioner King seconded' a motion to accept the December 2014 monthly financial statements as presented; and the January and February 2015 as amended to include reclassification of the City's maintenance contract payments. Motion passed. Ayes- Everett, Bacon, King, Rice & Rushing Nays: None Absent: None Item #4 Consideration and acceptance of proposals from Preservation Tree Services Commissioner King reported that she had reviewedi the proposals for biennial tree maintenance service provided by Preservation Tree Services for the Boards approval, She commented that Preservation Tree Services have maintained the trees over the past several years and the company can be trusted. 3 The tree maintenance service is for all five properties. The proposals include services for removal of dead trees, general pruning, clean up and removal' of all brush and debris, Commissioner Rice moved and Commissioner King seconded to accept Resolution #15-02 Authorizing the Executive Director to Execute a Contract for Services with Preservation Tree Services. Motion passed, Ayes: Everett, Bacon, King, Rice & Rushing Nays: None Absent- None ADJOURNMENT Commissioner Rice 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 28TH DAY OF MAY 2015. APPROVED: ATTEST: );a�nEverett, Chair Debra Wells, Executive Director 4