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HomeMy WebLinkAbout2005-10-27 Regular MeetingState of Texas County of Tarrant City of Grapevine The Board of Commissioners of the Grapevine Housing Authority met for a Public Hearing and in Regular Session on this the 27th day of October, 2005 in the Conference Room of Grapevine Housing Authority, with the following members present to wit: Marian Nicastro Chair Cathy Martin Vice Chair Jane Everett Financial Officer Terri Rushing Resident Commissioner Constituting a quorum, with the following also present: Debra Wells Secretary CALL TO ORDER Chair Marian Nicastro called the meeting to order at 4:05 p.m. REPORT OF THE EXECUTIVE DIRECTOR (INFORMATIONAL ONLY) Item #1. Rent Delinquency and Information Sheet The Secretary reported to the Board on the rent delinquencies, number of empty units, work orders and statistical information for the waiting list for Public Housing from September 17, 2005 through October 24, 2005. Also reported was the statistical information for the Section 8 Program including number of Vouchers leased up, cost per voucher, number of applications on the waiting list, and the Portability and Receipts report. Portability accounts receivables aging report included. Item #2. Capital Funds Report The Board was presented with a copy of the monthly Capital Funds Report. Item #3. Quarterly Investment Report The Board was presented with the Quarterly Investment Report for the quarter ending September 30, 2005. Item #4. KDHAP Update The Board was provided information related to the Katrina Disaster program that provides temporary vouchers for the displaced Katrina families whom where previously federally assisted. The housing authority will receive $1,000.00 per family housed plus 15% of their administrative fee. Grapevine Housing Authority currently has 10 families assigned to our agency. 1 Item #5. 2004 PHAS Score The Board received a report of Grapevine Housing Authority's 2004 PHAS Score. The agency earned a 94, which designates us as a High Performer. NEW BUSINESS Item #1 Consideration of the minutes from the September 29, 2005 meeting Commissioner Cathy Martin made a motion to accept the minutes as presented. Commissioner Everett seconded the motion. Ayes: Nicastro, Martin, Everett & Rushing Nayes: None Absent: B.J. Martin Item #2 Presentation and discussion of Fiscal Year 2004 Financial Statements The Board was provided with a copy of the audit for the fiscal year ending 12/31/2004. They were informed that we received a clean audit. Included with the audit was a Management Discussion and Analysis Letter that provided an overview of the financial statements and a summary of the housing authority's financial position. It was determined that the MD&A was sufficient to provide an understanding of the financial statements and position of the agency, therefore it would not be necessary for the auditor to return for the next meeting. No action taken. Item #3 Consideration and discussion of the 2006 Budgets The Board was informed that the Low Rent 2006 Operating Budget would not be due to HUD until mid year 2006 because of the new funding formulas. Our fee accountant provided an E-mail for clarification as to why we are not preparing a budget at this time. It was recommended that we not give raises and maintain the budget level at the same as 2005, however after reviewing the numbers it was determined that a 5% increase in salaries could be given due to extra funds in the payroll resulting from the retirement of a former employee. Commissioner Cathy Martin made a motion to keep the budget at last years level with the exception of allowing 5% raises for the employees. Commissioner Rushing seconded the motion. Ayes: Nicastro, Martin, Everett & Rushing Nayes: None Absent: B.J. Martin 2 Item #4 Report from the Resident Advisory Board Meeting held October 20, 2005. Minutes from the meeting were provided for the Board's review. No action taken. ADJOURNMENT Commissioner Rushing made a motion the meeting be adjourned. Commissioner Everett seconded the motion. Ayes: Nicastro, Martin, Everett & Rushing Nayes: None Absent: B.J. Martin Motion passed. Meeting adjourned at 4:40 p.m. PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE GRAPEVINE HOUSING AUTHORITY ON THE 15TH DAY OF DECEMBER 2005. APPROVED: Marian Nicastro, Chair ATTEST: Debra L. Wells, Secretary 3 MEMO TO: BOARD OF COMMISSIONERS FROM : DEBRA WELLS, EXECUTIVE DIRECTOR MEETING DATE: DECEMBER 15, 2005 SUBJECT: AWARD OF RESOLUTION 05-07 — HVAC CONTRACT RECOMMENDATION: Board of Directors to consider an award to Shirley's Air Conditioning and Heating as the lowest and best bid with acceptable references meeting specifications to install HVAC Systems and Electrical Upgrades for 40 units. The total amount of this award is $101,213. A bid tabulation is as follows: Shirley's Air Conditioning & Heating Autumn Air Millennium Building & Renovation, Inc. Master Building Base Bid $101,213 $106,741 $109,800 $156,700 FUNDING SOURCE: 2005 Capital Funds Programs BACKGROUND: All bids were processed in accordance with the GHA Procurement Policy, Local Government Code Chapter 149 S1, Section 252.041 and 252.043. Notice to bidders was published in the Star -Telegram on October 30, 2005 and November 6, 2005. This bid is for materials, labor and installation of Trane HVAC units and electrical work for the units. The bid was for 40 units located on W. Worth Street. We received excellent references on Shirley's Air Conditioning & Heating. Staff recommends approval to accept Shirley's Air Conditioning & Heating.