HomeMy WebLinkAbout2014-02-27 Regular Meeting AGENDA
GRAPEVINE HOUSING AUTHORITY
BOARD OF COMMISSIONERS MEETING
THURSDAY, FEBRUARY 27, 2014 AT 4:30 P.M.
GRAPEVINE HOUSING AUTHORITY OFFICE
131 STARR PLACE, GRAPEVINE, TX
PUBLIC COMMENT
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 Resident Advisory Board for January & February 2014
NEW BUSINESS
1. Consideration of the minutes from the December 19, 2013 Board Meeting, and
take any necessary action.
2. Update and discussion of Section 8 HCV Program and take any necessary action.
3. Consideration and acceptance of the Audit Engagement Letter with Elizabeth
Miles, CPA for the December 31, 2013 audit and take any necessary action.
4. Consideration and acceptance of the November 2014 monthly financial statement
and take any necessary action.
5. Consideration and acceptance of bid for painting exterior doors and rails on all
buildings; 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 24TH DAY OF FEBRUARY 2014 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 held a meeting
in regular session on this the 27th day of February 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
Constituting a quorum, with the following also present:
Debra Wells Executive Director
Sharron Spencer City Council Liaison
CALL TO ORDER
CITIZEN COMMENTS
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. 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 Activity Report
The Board was provided with an update on expended funds for the capital funds
projects.
Item#3 Quarterly Investment Report
The Board was provided with the Quarterly Investment Report for the period
ending December 31, 2013.
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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 from the Resident Advisory Board for January & February
2014
The board was provided with the minutes from the January and February 2014
Resident Advisory Board meetings.
NEW BUSINESS
Item #1 Consideration of the minutes from the December 19 2013 Board
Meeting
The board was provided with minutes from the December 19, 2013 meeting for
approval. There was a correction on page 2, Item #2, Update and discussion of
Where We Are with the Section 8 Funding. The word lower should have read
lowering.
Commissioner Rice made a motion to accept the minutes as amended.
Commissioner Bacon seconded the motion.
Ayes: Everett, Bacon, King and Rice
Nayes: None
Absent: None
Motion passed.
Item #2_ Section 8 Short Fall Update
The board was provided an updated on the progress we have made in lowering
our housing assistance payments (HAP). They were informed that bedroom
standards are being enforced requiring two per bedroom and that a couple of
families are being brought on the program to replace the ones that have left. It
was reported that we are doing much better financially.
No action taken.
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Item #3 Consideration and Acceptance of Audit Engagement Letter with
Elizabeth Miles, CPA for Fiscal Year Ending 12/31/2013.
The Board was provided with the Audit Engagement Letter from Elizabeth Miles,
CPA for fiscal year ending December 31, 2013 for their approval. It was reported
the audit fee remained the same as the previous two years.
Commissioner King moved to accept the Audit Engagement Letter from Elizabeth
Miles, CPA for the fiscal year ending 12/31/2014. Commissioner Rice seconded
the motion,
Ayes: Everett, Bacon, King and Rice
Nayes: None
Absent: None
Motion passed
Item #4 Consideration and acceptance of the November 2013 month)
financial statements
Commissioner Bacon reported to the board that he reviewed the November 2013
monthly financial statements and found them to be acceptable.
Commissioner Bacon made a motion to accept the November 2013 monthly
financial statements as presented. Commissioner King seconded the motion.
Ayes: Everett, Bacon, King and Rice
Nayes: None
Absent: None
Motion passed
Item#5 Consideration and Acceptance of Bid for Painting exterior doors
and rails on all buildings
The board was presented with three offers for painting exterior doors and rails on
all housing buildings. The lowest and best offer was from Ormsby, Inc. It was
recommended that the contract specify that the railings were to be sanded and
spot primed; and everything was to be hand painted.
Commissioner King moved to accept the proposal from Ormsby, Inc. and for the
executive director to execute a contract specifying the railing to be sanded and
spot primed; and everything be hand painted. Commissioner Bacon seconded
the motion.
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Ayes: Everett, Bacon, King and Rice
._ Nayes: None
Absent: None
Motion passed
ADJOURNMENT
Commissioner Rice moved and Commissioner Bacon seconded that the meeting
be adjourned.
Ayes: Everett, Bacon, King and Rice
Nayes: None
Absent: None
Motion passed. Meeting adjourned at 5:30 p.m.
PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE
GRAPEVINE HOUSING AUTHORITY ON THE 27TH DAY OF MARCH, 2014.
APPROVED:
J e Everett, Chair
ATTEST:
Debra Wells,
Executive Director
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