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Home My WebLink About2016-01-28 Regular Meeting a AGENDA GRAPEVINE HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING THURSDAY, JANUARY 28, 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. Quarterly Investment Report for December 31, 2015 4. Update on voucher program transfer 5. Minutes from the January 15, 2016 Resident Advisory Board NEW BUSINESS 1. Consideration of the minutes from the December 3, 2015 and December 10, 2015 meetings and take any necessary action. 2. Receive an update on the fire at 315 N. Starnes Street and take any necessary action. 3. Consideration and approval of new housing software and take any necessary action. 4. Consideration and discussion regarding remodel of the housing office and take any necessary action. 5. Consideration and acceptance of the November 2015 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 21ST DAY OF JANUARY 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 28th day of January 2016 in the Conference Room of Grapevine Housing Authority, with the following members present to wit: Jane Everett Chair Randy Bacon Vice Chair/Finance Officer Karen Rice Commissioner Linda Troeger 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 Chief Financial Officer Matthew Boyle City Attorney CALL TO ORDER Chairman Everett called the meeting to order at 4:31 pm. 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 through January 2016. 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 for December 31, 2015 The Board was provided with the Quarterly Investment Report for the quarter ending December 31, 2015, Item #4 Update on voucher program transfer The Board was provided with a report on the voucher program transfer. It was reported that the transfer went extremely smooth and without any of the anticipated problems related to the transfer. Item #5 Minutes from the Resident Advisory Board Meeting held on January 15, 2016, The Board was provided with minutes from the January 15, 2015 Resident Advisory meeting. NEW BUSINESS Item #1 Consideration of the minutes from the December 3, 2015 and December 10, 2015 meetings. The Board was provided with minutes from the December 3, 2015 and December 10, 2015 meetings for approval. Commissioner Rice moved and Commissioner Bacon seconded to accept the minutes from the December 3, 2015 and December 10, 2015 meetings as presented. Ayes: Everett, Bacon, Rice, Troeger & Rushing Nays: None Absent: None Motion passed. Item #2 Board to receive an update on the fire at 315 N. Starnes Street The Board was provided with an update on the fire at 315 N. Starnes Street and family's displaced by the fire. It was reported that construction fencing was installed around the burned building. An abatement company was hired to dispose of the debris inside and outside of the building as well as the removal of the interior of the burned unit. It was also reported that the architect is working on drawings for the bid process. An update on the family residing next door to the fire was provided. The family was moved to S. Scribner Street and are happy in their new unit. They were provided a voucher from GRACE to purchase a couch to replace their previous one damaged by the smoke from the fire. 2 The family that sustained the fire was moved to a unit on Starr Place. We continue to have issues with the family violating their lease agreement which will require action to be taken. Commissioner Bacon pointed out that the lease provides guidance on cost related to fires that are caused by negligence of the resident. He commented that the Fire Report states the fire was caused by an unsupervised minor, which is negligence of the resident. Therefore, the cost related to the fire should be charged to the residents as permitted by the lease agreement. Commissioner Troeger moved and Commissioner Bacon seconded a motion to direct the Executive Director to pursue enforcement of violations consistent with the lease. Ayes: Everett, Bacon, Rice, Troeger& Rushing Nays: None Absent: None Motion passed. Item #3 Consideration and approval of new housing software The Board was presented with information regarding new housing software that better serves smaller housing agencies. The new software is more cost effective than the current software being used. Commissioner Rushing moved and Commissioner Troeger seconded to approve acquisition of the new housing software per staff. Ayes: Everett, Bacon, Rice, Troeger & Rushing Nays: None Absent: None Motion passed. Item #4 Consideration and discussion regarding remodel of the hous!M office. The Board was presented with preliminary drawings to remodel the housing office to accommodate desk areas for both coordinators at the front of the office. This would give residents equal access to both coordinators. The conference room would be enlarged by taking out the office that is currently occupied by Jessica. A larger conference room is much needed for resident meetings and functions. The Executive Directors office would be moved to the back of the 3 building and her existing office would be divided between the front office and a new records room. The architect estimated the cost at approximately $50,000, however this is only an estimate. We would need to go out for bid to determine the actual cost and then decide whether to proceed with the project. The funding for the project would come out of cash in the operating fund that is earmarked for moving to an investment., Commissioner Bacon moved and Commissioner Rushing seconded a motion directing staff to continue gathering information including bids on the office remodel project. Ayes: Everett, Bacon, Rice, Troeger& Rushing Nays: None Absent: None Motion passed. Item #5 Consideration and acceptance of the November 2015 month) financial statements Commissioner Bacon reported to the Board that he reviewed the November 2015 monthly financial statements and found them to be in order, Commissioner Bacon moved and Commissioner Rice seconded to accept the November 2015 monthly financial statements as presented. Ayes: Everett, Bacon, Rice, Troeger& Rushing Nays: None Absent: None Motion passed. ADJOURNMENT Commissioner Troeger moved and Commissioner Rice seconded that the meeting be adjourned, Ayes: Everett, Bacon, Rice, Troeger & Rushing Nays: None Absent: None Motion passed. Meeting adjourned at 5:30 p.m. 4 PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE GRAPEVINE HOUSING AUTHORITY ON THE 25TH DAY OF FEBRUARY 2016. APPROVED: Jae' erett, Chair ATTEST: Debra Wells, Executive Director 5