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Home My WebLink About2016-07-14 Regular Meeting1, 1 GRAPEVINE HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING THURSDAY, JULY 14, 2016 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. Report of Public Housing Activity and Issues through June 30, 2016 4. Quarterly Investment Report for period quarter ending 6/30/16 5. Minutes from the June 17, 2016 Resident Advisory Board NEW BUSINESS Consideration of the minutes from the May 26, 2016 meeting and take any necessary action. Consideration and approval of Resolution 16-03 Awarding a Contract and Authorizing the Executive Director to enter into a contract with Norman Construction Inc. for the repairs of building at 313-315 Starnes Street and take any necessary action. 3. Consideration and approval of the Engagement Letter with Elizabeth Miles, CPA for the 2015 audit and take any necessary action. 4. Consideration and approval of the proposed Resolution 16-04 Architect's Contract for 313-315 Starnes Street Building and take any necessary action. 5. Consideration and approval of Executive Director job description and position description; and take any necessary action. 6. Consideration and acceptance of the April and May 2016 monthly financial statements 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 11TH DAY OF JULY 2016 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 14th day of July 2016 in the Conference Room of Grapevine Housing Authority, with the following members present to wit: Jane Everett Chair Randy Bacon Vice Chair Karen Rice Commissioner Linda Troeger Commissioner Terri Rushing Resident Commissioner Constituting a quorum, with the following also present.- a E 0 . C-11•MMEM Executive Director City of Grapevine CFO Chairman Everett called the meeting to order at 4:40 p.m. CITIZEN COMMENTS No citizen comment 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 June 1 through June 30, 2016. Item #2 Capital Funds Report and work in progress The Board was provided with the monthly Capital Funds Report including on- ,toing projects. Item #3 Report of Public Housing Activity and Issues through July 14, 2016 The Board received a report on Public Housing activity and issues through May 14,2016. Item #4 Quarterly Investment Report for 06/30/2016, The Board was provided with the Quarterly Investment Report for the period of 06/30/2016. Item #5 Minutes from the June 17, 2016 Resident Advisory Meetinq The Board was presented with the minutes from the June 17, 2016 Resident Advisory Meeting. Item #1 Consideration of the minutes from the May 26, 2016 meeting, The Board was provided with minutes from the May 26, 2016 meeting for approval. Commissioner Troeger moved and Commissioner Rushing seconded to accept the minutes from the May 26, 2016 meeting as presented. Ayes: Everett, Bacon, Rice, Troeger & Rushing Nays: None Absent'. None Motion passed. Item #2 Consideration and approval of Resolution 16-03 Awarding a Contract and Authorizing the Executive Director to enter into a contract with Norman Construction Inc. for the repairs of buiIdjDg_.gt 313-315 Starnes Street The Board was provided information on the qualifications of the lowest and most qualified bidder that responded to the formal bid opening for the repairs of the Starnes Street building. References from other housing agencies were very positive and the company was highly recommended. Commissioner Rice moved and Commissioner Bacon seconded to approve Resolution 16-03 Awarding a Contract & Authorizing the Executive Director to execute a contract with Norman Construction Inc. Ayes: Everett, Bacon, Rice, Troeger & Rushing Nays: None Absent.- None Motion passed. 14 Item #3 Consideration and approval of the Engagement Letter with Elizabeth Miles, CPA for the 2015 Audit. The Board was presented with the Engagement Letter from Elizabeth Miles, CPA for the 2015 audit. It was reported that her fee did not increase from the previous year. Commissioner Rice moved and Commissioner Rushing seconded to approve the Engagement Letter from Elizabeth Miles, CPA for the 2015 audit. Ayes: Everett, Bacon, Rice, Troeger & Rushing Nays: None Absent: None Motion passed. Architect's Contract for 313-315 Starnes Street Building The Board was presented with the contract with Cameron Alread, Architect for services performed on the 313-315 Starnes Street project. Services provided for the project are drawing the plans, writing the specifications, perform the bidding process, provides paperwork related the contract and payments and review of work performance. Commissioner Troeger moved and Commissioner Bacon second to accept the architect contract as presented. Ayes: Everett, Bacon, Rice, Troeger & Rushing Nays: None Absent.- None Motion passed Item #5 Consideration and approval of Executive Director iob description and position description The Board was presented with the job description and position description to be used for posting the Executive Director's position, After discussion it was suggested that the job description be more in depth on the detail of duties so the applicants will be aware that the job is a working director position. 3 -• Jordan, City CFO suggested that he and the executive director • on new wording • the •• description and provide it to the Chairman for review 'tefore posting. There was discussion of the interview process and which board members would participate. The job will be posted as soon as possible to provide plenty of time • find a qualified .•• No action taken. Item #6 Consideration and acceptance of monthly financial statements for April and May 2016. Commissioner Bacon reported to the Board that the April 2016 monthly financial statements were approved at the previous meeting, He stated that he reviewed the May 2016 monthly financial statements. He reported that as expected there was no activity for the Section 8 program and that everything looked good and right on target for May 2016, Commissioner Bacon moved and Commissioner Rice seconded to accept the monthly financial statements for May 2016 as presented. Ayes: Everett, Bacon, Rice, Troeger & Rushing Nays: None Absent: None Motion passed. 0 Commissioner Rice moved and Commissioner Bacon seconded that the meeting be adjourned. Ayes: Everett, Bacon, Rice, Troeger & Rushing Nays: None Absent: None Motion passed. Meeting adjourned at 5.-25 p.m. 4 J..9,0e Everett, Chair I K)�d_ c U, Debra Wells, Executive Director 5