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Home My WebLink About2001-02-22 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 22°a. day of February 2001 in the P & Z Conference Room, City of Grapevine City Hall, with the following members present to -wit: Marian Nicastro Chair Lloyd O. Latta, Jr. Vice -Chair L. E. Holmes Commissioner Doris Waite Commissioner Constituting a quorum, with the following also present: Debra Wells Secretary Matthew Boyle Legal Counsel Bill Gaither Administrative Services Director Sharon Spencer City Council Liaison GHA Staff CALL TO ORDER Chair Marian Nicastro called the meeting to order at 8:30 a.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 March 1 through March 22, 2001. Also reported was statistical information for the Section 8 Program including number of Voucher/Certificates leased up, cost per voucher, number of applications on waiting list and the report n Portability Billings and Receipts. The Secretary reported that receipt of administrative fees from other housing authorities is sporadic and in some cases non-existent. Matthew Boyle's office will contact the housing authorities regarding the unpaid administrative fees. Item 2. Report on Foundation Work Grapevine Housing Authority has been notified that the City Inspection Department has issued a Green Tag for the foundation work. Total payment has been made to the Olshan Foundation Company. Item 3. Report on Roofing Work The Roofing Contractor has completed most of the work. The Contractor will finish the speckle work and gutters dependent upon the weather. Item 4. Report regarding Stray Cats On the advice of Animal Control, a letter stating Grapevine City Ordinances regarding pet regulations was sent to all residents. Animal Control was notified by mail to begin trapping the stray cats in the W. Texas and W. Worth St. areas. To date the traps have not been set. Animal Control will be contacted again. NEW BUSINESS Item 1. Discussion & consideration of Resolution 01-01 MASS and take any necessary action. The Secretary reported to the Board on the MASS program. MASS provides the Department of Housing and Urban Development a management tool for effectively and fairly measuring the performance of a public housing agency in essential housing programs. The Secretary reported to the Board the various indicators used by MASS to grade housing authorities. Housing Authorities are ranked as either Superior, Standard, or Poor. There was discussion regarding the Sub -Indicator 1 — Vacant Unit Turnaround Time. The amount of time required to make necessary maintenance repairs, painting and cleaning was recommended to be submitted to MASS along with the normal input. Sub -Indicator 2 — Capital Fund The remaining funds not spent from 1998 CIAP is to be used for office remodeling. The $2,776 funds adjusted unexpended funds will be used for a security system for the office. Sub -Indicator 3 — Work Orders The Secretary reported on the Work Order Sub -Indicator indicates the amount of Emergency Work orders and non -Emergency Work orders. The Secretary reported that the time required for non -emergency work orders was completed within the 2.47 average completion days. Sub -Indicator 4 — Annual Inspections of Dwelling Units & Systems The Secretary reported to the Board on the Annual Inspections. Two units had not been inspected; one because of a large dog kept in the unit, the second due to a resident refusing to allow inspections and other regulations of housing. Three units did not pass inspection because of the following: Fire Hazard — Paper/Books accumulated in the unit Smoke Alarms — Needed Batteries Sub -Indicator 5 — Security The Secretary reported to the Board on Security. There were two incidents of activity that required the Grapevine Police Department. A motion was made to accept Resolution #01-01 (MASS Reports) as presented by the Secretary, Commissioner Waite seconded motion. Ayes: Nicastro, Latta, Holmes and Waite Nayes: None Absent: Robbins Item 2. Discussion & consideration of Resolution #01-02 SEMAP and take any necessary action. The Secretary reported to the Board SEMAP (Section 8 Management Assesment Program). The Secretary explained the use of the indicators was used to determine the ranking of Grapevine Housing Authority. Commissioner Latta made a motion to accept Resolution #01-02 as presented. Commissioner Holmes seconded the motion. Ayes: Nicastro, Latta, Holmes and Waite Nayes: None Absent: Robbins Item 3. Discussion & Consideration of Resolution #01-03 and take any necessary action. The Secretary reported to the Board on the Contract with Custom Ornamental Fencing and Gates. Custom Ornamental Fencing and Gates has indicated that they would like to receive 50% of the total Bid when construction commences. The Secretary stated that the company is ready to begin construction of the fence. There was discussion regarding 50% of the contract ($5,180) being paid up front. Bill Gaither reported it was not unusual for partial payment to be made when construction commences, however 50% seemed excessive. The Director will contact the company regarding the partial payment. Commissioner Latta made a motion to accept Resolution #01-03 and award the contract to Custom Ornamental Fencing and Gates. Commissioner Holmes seconded the motion. Ayes: Nicastro, Latta, Holmes and Waite Nayes: None Absent: Robbins Item 4. Consideration of Minutes for December 18, 2001 and January 26, 2001: and take any necessary action. Commissioner Holmes made a motion to accept the December and January minutes as read. Commissioner Latta seconded the motion. Ayes: Nicastro, Latta, Holmes and Waite Nayes: None Absent: Robbins Item 5. Report from the Resident Advisory Board Resident Advisory Board Vice -Chairman reported to the Board on the February 14, 2001 resident advisory board meeting held at Grapevine Housing Authority Conference Room. ADJOURNMENT Commissioner Holmes made a motion to adjourn the meeting. Commissioner Latta seconded the motion. The motion passed by the following vote: Ayes: Nicastro, Latta, Holmes and Waite Nayes: None Absent: Robbins PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE GRAPEVINE HOUSING AUTHORITY on this the aa,.., day of , 2001. APPROVED: Marian Nicastro, Chair ATTEST: Debra L. Wells, Secretary