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Home My WebLink About2014-11-13 Regular MeetingAGENDA GRAPEVINE HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING THURSDAY, NOVEMBER 13, 2014 AT 4:30 P.M. GRAPEVINE HOUSING AUTHORITY OFFICE 131 STARR PLACE, GRAPEVINE, TX - �Kili�hl��lr CALL TO ORDER REPORT OF THE EXECUTIVE DIRECTOR (INFORMATIONAL ONLY) 1. Rent Delinquency and Information Sheet 2. Capital Funds Activity Report 3. Quarterly Investment Report 4. Report of Public Housing and Section 8 activity and issues 5. Minutes from the October 17, 2014 RAB meeting NEW BUSINESS Consideration and approval of the minutes from the September 25, 2014 Public Hearing and Board Meeting and take any necessary action. 2. Consideration and approval of the Financial Statement and Auditor's Report for Fiscal Year Ended 12/31/2013 and take any necessary action. 3. Consideration and approval of the 2015 Operating Budget and take any necessary action. 4. Consideration and approval of opening the waiting lists for both programs in 2015 and take any necessary action. 5. Consideration and approval of the proposal for the purchase of a new copier and take any necessary action. 6. Consideration and acceptance of August and September 2014 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 REGULAR BOARD OF COMMISSIONERS MEETING AGENDA WAS PREPARED AND POSTED ON THIS THE 10TH DAY OF NOVEMBER 2014 AT 4:30 P.M. LL-(�" Debra Wells, Executive Director State of Texas County of Tarrant City of Grapevine The Board of Commissioners of the Grapevine Housing Authority held a meeting in regular session on this the 1P day of November 2014 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: Duff O'Dell Liaison to City Council Debra Wells Executive Director CALL, TO ORDER Jane Everett, Chairman called the meeting to order at 432 p.m. PUBLIC COMMENT REPORT OF THE EXECUTIVE DIRECTOR (INFORMATIONAL ONLY Item #1. Rent Delinguency and Information Sheet The executive director reported to the board on the rent delinquencies, number of empty units, work orders and statistical information fo:r the waiting list for Public Housing. 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. ltem#2 Capital Funds RpRort The board was provided with an update on expended funds for the capital funds projects. Item#3 Quarterly Investment Report The board was provided the Quarterly Investment Report for the quarter ending September 30, 2014. 1 Item#4 , Report of Public Housing and Section 8 Activity and issues The board was provided with a report for Public Housing and Section 8 activity and issues. Item #5 Minutes of the Resident Advisoa Board for October 17, 2014 The board was provided with minutes from the Resident Advisory Boardl meeting held October 17, 2014. NEW BUSINESS PUBLIC COMMENT Item #1 Consideration and approval of the minutes from the September 25, 2014 Public Hearing and Board Meeting The board was presented with the minutes from the September 25, 2014 Public Hearing and Board Meeting for approval. Commissioner Rice moved and Commissioner King seconded motion to accept the minutes as presented. Ayes: Everett, Bacon, King, Rice and Rushing Nayes: None Absent: None Motion passed. Item #2 Consideration and_approval of the Financial Statements and Auditor's Report for Fiscal Year Ended 12/31/2013 The board was provided with the 2013 Financial Statements and Auditor's Report for approval. Discussion ensued concerning a statement made by the auditor regarding her concerns with the executive director being a City employee. The board discussed the benefits of continuing the Interlocal Agreement with the City for the executive director and maintenance position. There was also discussion on why the auditors concerns were just now becoming an issue and included in the financial statements. It was recommended that Commissioner Bacon continue to receive a draft of the audited statements, for his review and approval prior to issuance of the final report. 2 Commissioner Rice moved and Commissioner Bacon seconded to accept the Financial Statements and Auditor's Report for Fiscal Year Ended 12/31/2013. Ayes: Everett, Bacon, King, Rice and Rushing Nayes: None Absent: None Motion passed. Item #3 Consideration and approval of the 2015 Operating Budget The board was presented with the 2015 Operating Budget for consideration and approval. The budget included an increase of 3% for staff to coincide with the pay increases provided by the City. There was discussion concerning the effect of the new flat rents on the budget. The 2015 budget doesn't reflect an increase in rent revenues due to flat rents; however it is the executive director's opinion that the flat rents will result in an increase to revenues based on the rents calculated since November 1 , 2014. The fee accountant provided a summary of the 2015 Operating Budget which included his concerns about the future of the Section 8 HCV Program, The board recommended a workshop in January to further discuss and evaluate the fee accountants concerns, Commissioner Bacon moved and Commissioner Rice seconded to accept the 2015 Proposed Operating Budget. Ayes: Everett, Bacon, King, Rice and Rushing Nayes: None Absent: None Motion passed. Item#4 Consideration and approval of opening the waiting lists for both programs in 2015 The board considered the request by housing staff to approve opening the waiting lists for both housing programs on March 11, 2015 from 9 am —4 pm, All applications will be taken on line only, through the Housing Pro Software. It was reported that notification of the opening will' be posted around the City including City Hall, the Senior Center, Library, schools and apartment complexes, 3 In addition, an ad will be placed in the Fort Worth Star, Regional Section to run a couple of times. Staff will be available at the Grapevine Senior Center and Library to assist applicants needing help. Commissioner King moved and Commissioner Rice seconded to accept opening the waiting lists for Public Housing and Section 8 Housing Choice Voucher Program. ltem#5 Consideration and,approval of purchase of new copier. The board was presented with a proposal from a governmental contract for a new Konica Minolta color copier to replace the old copier. The new copier will be able to fax as well as scan documents. The cost of maintenance on the old copier due to its age is $1,000 more than the new copier cost. Commissioner Rice moved and Commissioner Rushing seconded a motion to approve the purchase of the Konica Minolta color printer. Ayes: Everett, Bacon, King, Rice and Rushing Nayes: None Absent: None Motion passed. Item#6 Consideration and acceptance of August and September monthll financial statements Commissioner Bacon reported that he reviewed and found the monthly financial statements for August and September 2014 to be in order and acceptable. Commissioner Bacon moved and Commissioner Rushing seconded to accept August and September 2014 monthly financial statements as presented. Ayes: Everett, Bacon, King, Rice and Rushing Nayes: None Absent: None Motion passed, 4 ADJOURNMENT Commissioner King moved and Commissioner Bacon seconded that the meeting be adjourned. Ayes: Everett, Bacon, King, Rice and Rushing Mayes: None Absent: None Motion passed. Meeting adjourned at 5:48 p.m. PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE GRAPEVINE HOUSING AUTHORITY ON THE 22ND DAY OF JANUARY, 201'5. APPROVED: Jqbe Everett, Chair ATTEST- Debra Wells, Executive Director 5 BOARD OF COMMISSIONERS PUBLIC HEARING AND BOARD MEETING SIGN-IN SHEET November 13, 2014 1. 2. 4. a. 6. 7. 8. 9. 10.