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Home My WebLink About2017-05-25 Regular Meeting AGENDA GRAPEVINE HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING THURSDAY, MAY 25, 2017 AT 4:30 P.M. GRAPEVINE HOUSING AUTHORITY OFFICE 131 STARR PLACE, GRAPEVINE, TEXAS CALL TO ORDER CITIZENS COMMENTS REGULAR MEETING 1. REPORT OF THE EXECUTIVE DIRECTOR (INFORMATIONAL ONLY) A. Rent Delinquency and Information Sheet; B. Minutes from the Resident Advisory Meeting held April 21, 2017; C. Quarterly Investment Report for the quarter ended March 31, 2017. NEW BUSINESS 2. Consideration of the minutes from the April 17, 2017 meeting and take any necessary action. 3. Review and discussion of the revised Pet Policy and take any necessary action. 4. Consideration and acceptance of the February and March 2017 monthly financial statements and take any necessary action. 5. Consideration and acceptance of Resolution No. 17-02 Resolution to Adopt a Violence Against Women Act (VAWA) Policy and take any necessary action. 6. Consideration and acceptance of Resolution No. 17-03 Approving the Removal and Replacement of Check Signers on All Grapevine Housing Authority Accounts; and take any necessary action. 7. Consideration and acceptance of Resolution 17-04 Authorizing the Executive Director to enter into a contract with Data Reporting Enterprises 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 22ND DAY OF MAY 2017 BY 4:30 P.M. _SE \ OLiCkm_LLs-SM.11._____ Debra Wells, Acting Executive Director Y 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 25th day of May 2017 in the Conference Room of Grapevine Housing Authority, with the following members present to wit: Jane Everett Chair Linda Troeger Vice Chair Karen Rice Finance Officer Ethel Anderson Resident Commissioner Constituting a quorum, with the following also present: Debra Wells Acting Executive Director Angie Highland Executive Director Duff O'Dell City Council Liaison Greg Jordan City CFO Teri Rhoades Interested citizen CALL TO ORDER Chairman Everett called the meeting to order at 4:32 p.m. CITIZEN COMMENTS No citizen comment REGULAR MEETING Item #1 Report of the Executive Director Informational Only) A. Rent Delinquency and Information Sheet The Acting 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 May 25, 2017. B. Minutes from the Resident Advisory Board Meeting held April 21 2017 The Board was provided minutes from the Resident Advisory Board Meetings held on April 21, 2017. C. Quarterly Investment Report 1 The Board received a Quarterly Investment Report for the quarter ended March 31, 2017. NEW BUSINESS Item #2 Consideration of the Minutes from the April 17, 2017 Meeting The Board was provided the minutes from the April 17, 2017 meeting for approval. Commissioner Rice moved and Commissioner Everett seconded to accept the April 17, 2017 minutes as corrected. Ayes: Everett, Troeger, Rice, & Anderson Nays: None Absent: McHugh Motion passed. Item #3 Review and discussion of the revised Pet Policy and take any necessary action The Board was provided with a copy of the revised Pet Policy that includes regulatory changes regarding service and emotional support animals. The Board was also provided a copy of the letter mailed to residents on May 18, 2017 requesting their review and feedback of the revised Pet Policy. Residents have been asked to provide any comments on this revised policy to the housing office in writing by June 18, 2017. The Board discussed several scenarios that have been brought up during the policy revision including rental insurance to cover animal related incidents and emotional support animals owned by guests of residents. Once the comment period has closed, staff will update the Board on any comments received, and bring the policy forward for consideration at the July meeting. No action taken. 2 Item #4 Consideration and acceptance of the month!y financial statements for February and March 2017 The Board was provided electronic financial statements for the months of February and March 2017. Commissioner Rice reviewed the financial statements and found them to be acceptable Commissioner Rice moved and Commissioner Troeger seconded to accept the monthly financial statements for February and March 2017. Ayes: Everett, Troeger, Rice & Anderson Nays: None Absent: McHugh Motion passed Item #5 Consideration and acceptance of Resolution No. 17-02 Resolution to Adopt a Violence Against Women Act VAWA Policy and take any necessary action Grapevine Housing Authority received a notification from the Texas Housing Association that the final regulations for the reauthorization of the 2013 Violence Against Women Act (VAWA) requires PHAs to have an emergency transfer policy/plan in place by June 14, 2017. The Board was provided a draft policy for consideration. The Board discussed the policy and the regulatory requirements when there is a waiting list. Commissioner Rice moved and Commissioner Everett seconded to adopt Resolution 17-02 Violence Against Women Act (VAWA) Policy as written. Ayes: Everett, Troeger, Rice & Anderson Nays: None Absent: McHugh Motion passed Item #6 Consideration and acceptance of Resolution No. 17-03 Approving the Removal and Replacement of Check Signers on all Grapevine Housing Authority Accounts and take any necessa action Acting Executive Director Wells updated the Board that with the hiring of Angie Highland as the Executive Director, check signer privileges need to be updated 3 at all of the Grapevine Housing Authority banking institutions, adding Angie Highland and eliminating former Executive Director Kim McGilvray. Commissioner Rice moved and Commissioner Anderson seconded to adopt Resolution 17-03 approving the removal and replacement of check signers on all Grapevine Housing Authority Accounts. Ayes: Everett, Troeger, Rice & Anderson Nays: None Absent: McHugh Motion passed Item #7 Consideration and acceptance of Resolution No. 17-04 Authorizing the Executive Director to enter into_a contract with Data Reporting Enterprises and take any necessary action Data Reporting Enterprises provides training and assistance to smaller PHAs. With the hiring of Angie Highland as Executive Director, the Board discussed the advantages of having Data Reporting Enterprises on retainer to assist Ms. Highland with training and questions she may have while she is learning her new role. The Board recommended capping the amount of the contract at a not-to-exceed amount of $125 a month for a period of 12 months. At the conclusion of the first 12 months, the Board will reevaluate the need to continue the contract. Commissioner Rice moved and Commissioner Anderson seconded to adopt Resolution 17-04 authorizing the Executive Director to enter into a contract with Data Reporting Enterprises. Ayes: Everett, Troeger, Rice & Anderson Nays: None Absent: McHugh Motion passed ADJOURNMENT Commissioner Everett moved and Commissioner Anderson seconded that the meeting be adjourned. Ayes: Everett, Traeger, Rice, & Anderson Nays: None Absent: McHugh 4 Motion passed. Meeting adjourned at 5:30 p.m. PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE GRAPEVINE HOUSING AUTHORITY ON THE 22ND DAY OF JUNE 2017. APPROVED: W J Everett, Chair ATTEST: �'n ighland, Executive Director 5