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HomeMy WebLinkAbout2002-07-11 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 11th day of July, 2002 in the Conference Room of Grapevine Housing Authority with the following members present to wit: Marian Nicastro Chair Rev. Louis Holmes Vice Chair Linda Robbins Financial Officer Cathy Martin Commissioner Doris Waite Commissioner Constituting a quorum, with the following present: Debra Wells Secretary Bill Gaither City Admin. Director Sharron Spencer Liaison Mayor's Office Matthew Boyle Legal Counsel GHA Staff CALL TO ORDER Chair Marian Nicastro called the meeting to order at 4:00 p.m. REPORT OF THE SECRETARY (INFORMATION ONLY) Item #1 Rent Delinquency and Information Sheet. The Secretary reported to the Board of Commissioners on the rent delinquencies, number of empty units, and statistical information on the waiting list for Public Housing from June 20, 2002 to July 8, 2002. Tenant 42 has been in the hospital and is behind on rent for July, but will pay the rent out. All monthly repayment agreements with GHA, with the exception of Tenant 42, have been paid. Tenant #29, has paid the complete amount that was overdue. There are 4 vacancies, 3 has minor repairs, 1 1BR will require further repairs. All four units are expected to be rented within a month. There are 44 Grapevine Residents on the Public Housing Waiting List. There were 23 work orders issued from 5/20/2002 and 7/8/22, 22 were completed. There were no make-readys processed through this time period. Statistics for the Section 8 program was reported, including 79 vouchers leased up, two vouchers being processed. There are 77 Grapevine residents on the Waiting List. GHA 1 currently has 17 ports from other housing authorities. The port billings and payments was reported to the Board of Commissioners. Item #2 Operations: a. HUD conducted a Rental Integrity Review. Representatives from HUD pulled 13 files from Public Housing and Section 8. These files were studied to determine if GHA was calculating rent correctly, and following written policies. Procedures listed in the Admissions & Occupancy Policy and Administrative Plan have to be implemented in each client's file. The reviewers stated that we must use third party verification for Social Security as well as employment verification, and child support. There has to be documentation indicating an attempt was made to verify Social Security benefits. These verifications must be kept in the client file. Ethel Montague noted to the bi-monthly NTAHA meeting that our files were well organized and kept in proper order. GHA has to offer each Public Housing tenant the option for either income based rent or flat rent. Notification from HUD will be sent to the Chairman of the Board of Commissioners, as well as Mayor Tate. b. 2001 PHAS Score 2001 scores were better than last year. The scores for 2002 will be better than 2001. c. Approval of 2002 Plan. GHA has received approval of the 2002 Plan. d. Church Street Update Church Street project is underway. e. Update on Fence repairs on Starnes. The owner of the fence has begun the bidding process in order to have the fence repaired. 2 NEW BUSSINESS Item #1. Swearing in of new Commissioners and election of Officers. Commissioners Louis Holmes and Cathy Martin were sworn in as Commissioners of the Board of Commissioners. The following individuals were nominated as officers of the Board of Commissioners: Commissioner Robbins nominated Marian Nicastro as Chairperson of the Board of Commissioners. Commissioner Holmes seconded the motion. Ayes: Holmes, Robbins, Martin, & Waite Nayes: None Absent: None Motion passed. Vice Chair Holmes nominated Debra Wells as Secretary to the Board of Commissioners. Commissioner Martin seconded the motion. Ayes: Nicastro, Holmes, Robbins, Martin, & Waite Nayes: None Absent: None Motion passed. Commissioner Robbins nominated Louis Holmes as Vice Chairman of the Board of Commissioners. Commissioner Martin seconded the motion. Ayes: Nicastro, Robbins, Martin, & Waite Nayes: None Absent: None Motion passed. 3 Item #2. Consideration of Minutes for May 23, 2002 meeting and take any necessary action. Add Sharron Spencer as attendee to meeting. Item #3 — Add The Board was concerned regarding the statement "If for any reason, I am unable to complete the audit Commissioner Holmes made a motion that the minutes be accepted as corrected. Commissioner Robbins seconded the motion. Ayes: Nicastro, Holmes, Robbin, Martin, & Waite Nayes: None Absent: None Motion passed. Item #3. Consideration and discussion of Engagement Letter for 2001 & 2002 Audit and take any necessary action. The Secretary reported on the Engagement Letter for Elizabeth Spencer for the 2001 and 2002 Audit. The following statement was added to the audit proposal letter: "If, for any reason due to lack of cooperation or information provided by GHA, I am unable to complete the audit or am unable to form or have not formed an opinion, I may decline to express an opinion or to issue a report as a result of this engagement". Matthew Boyle was satisfied with the above statement. Commissioner Robbins made a motion that the Board of Commissioners accept the proposal submitted by Elizabeth Spencer as auditor for GHA and enter into an agreement as soon as possible for the fiscal years 2001 and 2002 with revised wording. Commissioner Waite seconded the motion. Ayes: Nicastro, Holmes, Robbin, Martin, & Waite Nayes: None Absent: None Motion passed. 4 Item #4. Consideration and discussion of selection of Fee Accountant and take any necessary action. The Secretary reported on the proposal for a new Fee Accountant. Based on the references of several housing authorities, the following accountants are now under consideration: David Tate — Magnum, Oklahoma Allen Cornell — Schertz, TX. Allen Cornell has come highly recommended. The Secretary, Commissioner Robbins, and City Adm. Director, Bill Gaither met and reviewed the proposals submitted by both applicants. Commissioner Robbins suggested that verbiage be included in the contract regarding the three-week turnaround time and a penalty if the turnaround time is not met. Matthew Boyle proposed the following statement be included in the contract, "In the event I fail to complete any financial statements within ten business days of my receipt of the necessary material from the Grapevine Housing Authority, my monthly fee shall be reduced by for each day thereafter." The following paragraph was read by the Secretary, "I understand that you may require these services during your current fiscal year in which case I am prepared to and would be pleased to be begin this work as soon as you direct. Generally though, once I receive the supportive documents which may indicate bank statements and enclosures, check copies with supportive detail, rental summary and etc., I can complete the financial statements in about two weeks. All budget and financial statements, admissions to HUD would be prepared within the HUD prescribed time frame." The recommendation of Matthew Boyle was to terminate the services of Miller and Associates as Fee Accountant. Commissioner Homes made a motion that Grapevine Housing Authority terminate the services of Miller and Associates as Fee Accountant. Commissioner Holmes made a second motion to authorize Allen Cornell, CPA as the Fee Account for Grapevine Housing Authority subject to final approval of the engagement letter by the Board of Commissioner. 5 Commissioner Martin seconded the motion. Ayes: Nicastro, Holmes, Robbin, Martin, & Waite Nayes: None Absent: None Motion passed. Item #5 Consideration and discussion of designated check signers on bank accounts and take any necessary action. The designated check signers will be Marian Nicastro, Linda Robbins, Cathy Martin, and Debra Wells. PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE GRAPEVINE HOUSING AUTHORITY ON THE 15TH DAY OF AUGUST 2002. APPROVED: ))/(dzt,-(d-x_ Marian Nicastro ATTEST: Debra L. Wells, Secretary 6