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Home My WebLink About2001-06-28 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 28th day of June 2001 in the Conference Room of Grapevine Housing Authority, with the following members present to wit: Marian Nicastro Chair Lloyd Latta, Jr. Vice Chair Linda Robbins Financial Officer Rev. L. E. Holmes Commissioner Doris Waite Resident Commissioner Constituting a quorum, with the following also present: Debra Wells Secretary Bill Gaither Director, Administration Matthew Boyle Legal Counsel Sharron Spencer City Council Liaison William Ramirez Resident Advisory Chair W. W. Lloyd Resident Advisory Vice Chair Twila Soukup Secretary CALL TO ORDER Chair Marian Nicastro called the meeting to order at 8:30 a.m. REPORT OF THE SECRETARY The Secretary introduced the new Resident Advisory Board members to the Board of Commissioners. Item #1. Rent Delinquency and Information Sheet The Secretary reported to the Board the rent delinquencies, number of empty units, and statistical information of the waiting list for Public Housing from May 22, 2001 through June 23, 2001. Also reported was the statistical information for the Section 8 Program including the number of Voucher/Certificates leased up, cost per voucher, number of applications on the waiting list, and the Portability and Receipts report. 1 Discussion was held on the problems receiving administrative fees from the Grand Prairie Housing Authority. Debra Wells will follow up with officials with Grand Prairie and report her findings to the Board of Commissioners. The Secretary reported to the Board of Commissioners that staff employees will be paid on a bi- weekly basis versus being paid on a weekly basis. The Secretary reported to the Board of Commissioners regarding the Housing Authority's FY 2000 audit. The Secretary reported that Mr. Estes will not be able to do the audit in the future, however he recommended Ms. Rebecca Spencer who will submit a proposal to Grapevine Housing Authority. After discussion, it was recommended that the Board of Commissioners support the Executive Director in securing an auditor that will be able to complete the audit on a timely basis. The Secretary reported to the Board of Commissioners that the staff is satisfied with the new telephone system. The Secretary reported that the Work Order program has been installed and Mr. Larry Williams, Facility Services staff will aid the GHA staff with training. Also reported to the Board of Commissioners was the request made by Eileen Rogers, Director of the Ft. Worth HUD office to allow the Government Accounting Office to conduct a test of their audit program on the effectiveness of the Five -Year Plan. This audit will determine whether the Five -Year Plan is beneficial to smaller Housing Authorities. As the result of Grapevine Housing Authority allowing the test audit, GHA will not be eliminated from participation in a future audit of the Five -Year Plan. Chair Nicastro asked Sharron Spencer, Liaison for the City of Grapevine, for an update on the Main and Church Street Project, which are two separate projects. The Main Street Project is presently on hold. The Church Street project is on schedule. NEW BUSINESS Item #1. Consideration of Minutes for June 28, 2001. Vice Chair Latta made a motion to accept the minutes with the following correction to Item #3 on page 3: After discussion no action was taken, pending additional information. Commissioner Robbins seconded the motion. Ayes: Niacastro, Latta, Robbins, Holmes, & Waite Nayes: None Absent: None 2 Motion passed. Item #2. Discussion concerning eviction of Tenant 34 and take any necessary action. Matthew Boyle presented an updated report to the Board of Commissioners regarding Tenant #34. An eviction has been filed with Judge Prindle seeking eviction for lease violations. There have been three separate hearings on this eviction. Judge Prindle is sympathetic to Tenant #34 and the difficulty the family has experienced finding other housing for Tenant #34. Judge Prindle has allowed several extensions to give the family opportunity to explain the difficulties they have experienced with finding housing for this tenant. An application has been filed by the family with the Senior Advocacy Agency. Mr. Boyle will be asking for another hearing with Judge Pringle to consider Grapevine Housing Authority's request and consideration of the length of time involved in resolving this matter. Mr. Boyle will be monitoring the status of this eviction. Item #3. Consideration and discussion to awarded Bid #97-2001. The Secretary reported that of the three bids processed for the plumbing updates, Alpha Plumbing came in with the lowest bid. The bids were based on an on-site inspection completed in 2000. Some of the 98 units will receive new hot water heaters. All hot water heaters will be brought up to City code. In addition all units will receive an isolation valve. Chair Nicastro questioned the difference in cost on the bids for the annual contract. She asked whether the annual contract could be separate from the update portion of the contract. It was explained that you can separate the two contracts, general practice is to accept the bid with one contractor. After discussion, Commissioner Latta made a motion to accept the bid from Alpha Plumbing as presented. Commissioner Holmes seconded the motion. Ayes: Nicastro, Latta, Robbins, Holmes, & Waite Nayes: None Absent: None Motion passed. Item #4. Consideration and discussion of Security Systems and take any necessary action. The Secretary reported to the Board of Commissioners the bids presented for the security system. The three vendors presented bids by which the security equipment could be purchased through a lease agreement. Pro Star Security presented the lowest bid. After discussion, Commissioner Holmes made a motion to accept the bid from Pro Star Security. 3 Commissioner Robbins seconded the motion. Ayes: Nicastro, Latta, Robbins, Holmes, & Waite Nayes: None Absent: None Motion passed. Item #5. Consideration and discussion of Lead Base Paint Evaluation for family units on Starnes Street and take any necessary action. The Secretary reported to the Board of Commissioners that Lead Base Paint inspections are a requirement of all Housing Authorities for units built before 1978 and have children under the age of six (6) residing in the unit. The inspections are required to be completed by March 2, 2002. After discussion, Commissioner Robbins made a motion that the State Certified Lead Base Paint inspections be placed for bid. Commissioner Latta seconded the motion. Ayes: Nicastro, Latta, Robbins, Holmes, & Waite Nayes: None Absent: None Item #6. Discussion of Contracting for Physical Inspections of Public Housing Units and take any necessary action. The Secretary reported to the Board of Commissioners on the REAC Physical Inspections for the year 2000. All 98 units are to be inspected using the UPCS standards. After discussion, the Secretary will put the inspections out for bid and report back to the Board of Commissioners. No action taken. Item #7. Consideration and discussion of Lawn Mowing Service and take any necessary action. The Secretary reported to the Board of Commissioners on the lawn mowing service. Three lawn service companies presented bids. Cuevas Lawn & Metal Services came in with the lowest bid. Mr. Cuevas will be able to provide lawn service, including edging, weed eating, pruning of shrubs and 10' trees, leaf control, week control, and fertilization. After discussion, Commissioner Robbins made a motion to accept Cuevas Lawn & Metal Services bid for the months of March through October at a rate of $1500.00 per month. 4 Commissioner Latta seconded the motion. Ayes: Nicastro, Latta, Robbins, Holmes, & Waite Nayes: None Absent: None Motion passed. Item #8. Report from the Advisory Board Meeting held June 13, 2001. The June 13, 2001 Resident Advisory Board meeting was presented to the Board of Commissioners. Mr. Ramirez addressed the Board with the goals and aim of the Resident Advisory Board. ADJOURMENT Commissioner Holmes made a motion that the meeting be adjourned. Commissioner Latta seconded the motion. Ayes: Nicastro, Latta, Robbins, Holmes, & Waite Nayes: None Absent: None Motion passed. PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE GRAPEVINE HOUSING AUTHORITY OF THE 26TH DAY OF JULY 2001. ATTEST: L0 Debra L. Wells, Secretary APPROVED: Marian Nicastro, Chair 5