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HomeMy WebLinkAbout2000-11-30 Regular MeetingSTATE OF TEXAS COUNTY OF TARRANT CITY OF GRAPEVINE The Board of Commissioners of the Grapevine Housing Authority met in Regular Session on this the 30`h day of November, 2000 at 4:00 p.m. in the Conference Room, Grapevine Housing Authority, with the following members present to -wit: Marian Nicastro Chair Lloyd O. Latta, Jr. Vice -Chair L. E. Holmes Commissioner Linda Robbins Financial Officer Doris Waite. Resident Commissioner constituting a quorum, with the following also present: Debra Wells Secretary Matthew Boyle Legal Counsel Bill Gaither Administrative Services Director Sharron Spencer City Council Liaison Numerous Citizens GHA Staff CALL TO ORDER Chair Marian Nicastro called the meeting to order at 4:00 p.m. REPORT OF THE SECRETARY Item 1. Rent Delinquency and Information Sheet The Secretary reported to the Board on the rent delinquencies, number of empty units and statistical information on the waiting list for Public Housing from November 1 through November 28, 2000. Also reported was statistical information for the Section 8 Program including number of Voucher/Certificate leased up, cost per voucher and number of applicants on waiting list for the same period. Item 2. Section 8 Budget for FY 2001 The Secretary presented the Section 8 Budget prepared by Miller and Associates for fiscal year 2001. She reported that the total budget requested was $535,943.00, which is $44,661.92 per month for landlord payments and office expenditures. Item 3. PIC Training and Filing HUD offered a training course on November 20, 2000 at the Fort Worth office for the PIC program. The Executive Director attended the course and was given training on how to enter development information, unit information including head tenant name and social security number into the PIC system. The information is required to be filed by November 30, 2000. Item 4. Work on W. Worth Street The Secretary updated the Board on the progress of the work being done W. Worth Street. The project encompassed replacing old sewer lines. The sewer lines were the original lines from the 1 early 1900's and were in need of being replaced. The project will benefit the housing authority by requiring fewer plumbing calls in that area. There was some confusion at the onset of the project due to the residents not being notified in advance. The City has assured us that we will be given advance notice in the future. NEW BUSINESS Item 1. Discussion of Landscaping work for privacy along Northwest Highway The Board had discussed earlier in the year having a privacy fence installed along Northwest Highway when the 2000 Capital Funds were made available. The Capital Funds were released at the end of October 2000. The original plan was to plant shrubs and trees along Northwest Highway that would provide privacy as well as some security in lieu of a concrete fence that would cost in the vicinity of $40,000. Twenty thousand dollars was budgeted for this project, however, some other projects came in under budget making more money available for this project. A discussion ensued concerning the level of security the shrubs and trees would provide since security was the major concern to begin with. In the original proposal a wrought iron fence behind the foliage could be added at a later date when funds were available. It was determined that since funds are available out of the 2000 budget that security should be considered the first issue of priority. The Board directed the Executive Director to arrange a meeting with the Doug Arendt and Kevin Mitchell from the Parks Department to re -visit the fencing project to determine what would be the best avenue to take with the additional funds being available. Item 2. Discussion of Cost Analysis for Foundation and Repair Work to the Office. The costs associated with the renovation and foundation work of the office building at 131 Starr Place came to $29,661.72. The funds will be taken from the 1999 Capital Improvement budget. The work will encompass foundation repairs that will cost $13,570.00, roofing repairs that will cost $4,300.00, dry wall work plus paint will cost $2,922.00, carpet and furniture will cost $8,869.72. Most of the costs associated to the renovation are related to the foundation problems and the leaking roof. We originally included $10,000.00 in the budget for the office renovation, however that was before the foundation and roof problems were discovered. The 1999 CTAP budget has enough funds remaining to provide the additional funds needed to complete the project. The foundation work will require the office to relocate to another site while the work is being performed. The contractor stated that it should not take more than three or fours days to complete the work. The office will most likely relocate to the Senior Activity Center. Commissioner Robbins, seconded by Commissioner Latta made motion to proceed with renovation excluding carpet bid as presented by bid. The motion prevailed by the following votes: Ayes: Nicastro, Latta, Holmes, Robbins, Waite Nayes: None Absent: None Item 3. Write Off of Tenant 41 Receivable, Discussion of Recovery of Receivable. Tenant 41 was evicted from public housing and left owing $401.00 in back rent. The Board discussed different methods of collecting the rent. The Executive Director stated that collection agencies receive a percentage of the rents they collect and the percentage is usually around 2 40%. It was recommended that legal council write a demand letter to Tenant 41 once they are in receipt of the court judgment from the eviction hearing. Legal council advised the Board that they could proceed with the receivable write off and still collect the back rent. Commissioner Latta, seconded by Commissioner Holmes made motion to approve Resolution 00-22 as presented. The motion prevailed by the following votes: Ayes: Nicastro, Latta, Holmes, Robbins, Waite Nayes: None Absent: None Commissioner Latta, seconded by Commissioner Robbins made motion to appoint Boyle, Boyle and Lowry to pursue collection. The motion prevailed by the following votes: Ayes: Nacastro, Latta, Holmes, Robbins, Waite Nayes: None Absent: None Item 4 Discussion of Bid Award for Electrical Work. Bids were taken in accordance with federal and state laws in October 2000 for the electrical work determined by the survey done by Dyna Service. The work will encompass replacement of breaker panels, installation of GFI's and minor electrical work in units. The work will bring all the units up to City code. Commissioner Latta, seconded by Commissioner Holmes to approve Resolution 00-23 as presented. The motion prevailed by the following votes: Ayes: Nicastro, Latta, Holmes, Robbins, Waite Nayes: None Absent: None Item 5. Discussion of Utility Easements requested by the City Steven Hoymeyer, Project Engineer and Steve Gilbreath from the City of Grapevine presented the utility easement requested by the City of Grapevine. The easement is for the northwest corner of S. Scribner property. The easement will be used for a twenty -inch water line that will be underground. Mr. Hoymeyer was asked why we are being asked for a twenty -foot easement when normally easements are for ten to fifteen feet. Also, he was asked why most of the easement was being taken from the Housing Authority property. The response was to avoid having to cut down a grove of trees. They were also asked about a large tree located in the corner of the property. They stated that the lines were being re-routed to avoid disturbing the tree. The Executive Director was instructed to contact the Parks Department for replacement costs of a ten -inch elm tree. A monetary replacement clause will be added to the Utility Easement contract and brought back to the Board at a future meeting. Item 6. Discussion of Former Tenants Request to Move Back Into Public Housing A former tenant moved out of public housing into a nursing home in May 2000. She called to request to move back to her apartment in June. She was told she would have to fill out another application form and be put back on the waiting list. The former tenant calls the office frequently and has requested that we move her to the top of the list because she has been a resident in the past. GHA has adopted local preferences so it will be some time before the former tenant will be eligible again. The Executive Director must follow the policies set by the Board and the federal government. Without Board direction the Executive Director will not permit the former tenant to move back into housing without following policy. 3 It was determined that the Executive Director was following policy and the former tenant would not be allowed to move to the top of the waiting list even though she had been a Grapevine resident for thirty years in the past. ADJOURNMENT Commissioner Holmes, seconded by Commissioner Latta, offered a motion to adjourn the meeting at 5:20 p.m. The Motion prevailed by the following vote: Ayes: Nicastro, Latta, Holmes, Robbins, Waite Nayes: None Absent: None PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE GRAPEVINE HOUSING AUTHORITY on this the 26th day of January, 2001. ATTEST: c\_q\ck. &Qat:. Debra L. Wells, Secretary APPROVED: 4