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Home My WebLink About2014-06-26 Regular Meeting AGENDA GRAPEVINE HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING THURSDAY, JUNE 26, 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. Report of Public Housing and Section 8 activity and issues 4. Minutes from the June 20, 2014 RAB meeting NEW BUSINESS 1. Consideration of the minutes from the May 29, 2014 Board Meeting and take any necessary action. 2. Consideration and acceptance of the significant amendment to the flat rent policies included in the agency Admissions and Continued Occupancy Policies and Five Year Annual Plan for 2010-2014; and take any necessary action. 3. Consideration and acceptance of bid for purchase and installation of 100 storm doors for 98 units; and take any necessary action 4. Consideration and acceptance of bid for HVAC Cleaning to include air duct, air handler, coils and sanitizing for 92 units and take any necessary action. 5. Consideration and acceptance of the April 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 23RD DAY OF JUNE 2014 AT-5�$@"- P.M. :DQ Debra Wells, Executive Director State of Texas w- County of Tarrant City of Grapevine The Board of Commissioners of the Grapevine Housing Authority held a meeting in regular session on this the 26th day of June 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: Sharron Spencer Council Liaison Debra Wells Executive Director CALL TO ORDER PUBLIC 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. 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 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. 1 Item #4 Minutes of the Resident Advisory Board for June 20, 2014 v The board was provided with minutes from the Resident Advisory Board meeting held June 20, 2014. NEW BUSINESS PUBLIC COMMENT Item #1 Consideration_of the minutes from the May 29, 2014 Board.Meeting The board was provided with minutes from the May 29, 2014 meeting for approval. Commissioner King moved and Commissioner Rice seconded a motion to accept the minutes as presented. Ayes: Everett, Bacon, King, Rice and Rushing Nayes: None Absent: None Motion passed. Item #2 Consideration and acceptance of the significant amendment to the flat rent policies included in the agency Admissions and Continuing Occupancy Plan (ACOP) and Five Year Annual Plan for 2010- 2014. The board was presented with the amended Admissions and Continuing Occupancy Plan (ACOP) and Five Year Annual Plan for 2010-2014 to implement changes to the flat rent policy as required in the Consolidated Appropriations Act of 2014. Commissioner Bacon moved and Commissioner Rice seconded a motion accept the amended Admissions and Continuing Occupancy Plan and Five Year Annual Plan for 2010-2014. Ayes: Everett, Bacon, King, Rice and Rushing Nayes: None Absent: None Motion passed. 2 Item #3 Consideration and acceptance of bid for purchase and installation of 100 screen doors for 98 units. The board was presented with bids for the purchase and installation of screen doors to replace the back screen doors on 98 units with one extra door to be stocked for emergency situations. There was a question concerning the reason for 99 screen doors when there are only 98 units. It was explained that one of the handicap units has two back doors. Olney Sales, Inc. and WC Contracting were the lowest and most acceptable bids. Commissioner King moved and Commissioner Bacon seconded to accept Resolution 14-03 for the services of Olney Sales, Inc. to manufacture 100 screen doors and WC Contracting to install 99 doors. Ayes: Everett, Bacon, King, Rice and Rushing Nayes: None Absent: None Motion passed. Item #4 Consideration and acceptance of bid for HVAC Cleaninc to include v air duct, air handler, coils and sanitizing for 92 units. The board was presented with the bid from Blackmon Mooring for services of HVAC cleaning. The service would include cleaning the air ducts, air handler, coils and sanitizing of the HVAC system in 92 units. Bids were taken and Blackmon Mooring was the lowest and most acceptable of the bids. Commissioner King moved and Commissioner Rice seconded to accept Resolution 14-04 for the services of Blackmon Mooring for HVAC cleaning. Ayes: Everett, Bacon, King, Rice and Rushing Nayes: None Absent: None Motion passed. 3 Item #5 Consideration_and acceptance of April 2014 Monthly Financial -- Statements Commissioner Bacon reported that he reviewed the April 2014 financial statements and found them acceptable. Commissioner Bacon moved and Commissioner King seconded to accept the April 2014 monthly financial statements as presented. Ayes: Everett, Bacon, King, Rice and Rushing Nayes: None Absent: None Motion passed. ADJOURNMENT Commissioner King moved and Commissioner Rushing seconded that the meeting be adjourned. Ayes: Everett, Bacon, King, Rice and Rushing Nayes: None Absent: None Motion passed. Meeting adjourned at 5:28 p.m. PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE GRAPEVINE HOUSING AUTHORITY ON THE 31ST DAY OF JULY, 2014, APPROVED: &Jk2�— 4ne Everett, Chair ATTEST: Debra Wells, Executive Director 4 BOARD OF COMMISSIONERS BOARD MEETING SIGN-IN SHEET APRIL 24, 2014 r 1. Dom'' xet� 3. r 4. 5. 6. 7. 8. 9. 10. 11. 12.