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HomeMy WebLinkAbout2008-10-02 Regular Meeting amendedState of Texas County of Tarrant City of Grapevine The Board of Commissioners of the Grapevine Housing Authority met in Regular Session on this the 2nd day of October, 2008 in the Conference Room of Grapevine Housing Authority, with the following members present to wit: Cathy Martin Chair Jane Everett Vice Chair Randy Bacon Finance Officer Joetta King Commissioner Terri Rushing Resident Commissioner Constituting a quorum, with the following also present: Debra Wells John McGrane Sharron Spencer Executive Director Administrative Services Director Liaison to City Council PUBLIC HEARING OPENED Chair Cathy Martin opened the Public Hearing at 4:00 p.m. There were no citizens present for Public comment. Commissioner Rushing made a motion to close the Public Hearing. Commissioner Everett seconded the motion. Ayes: Martin, Everett, Bacon & Rushing Nayes: None Absent: None CITIZEN COMMENT None CALL TO ORDER Cathy Martin called the meeting to order at 4:05 p.m. REPORT OF THE EXECUTIVE DIRECTOR (INFORMATIONAL ONLY) Item #1. Capital Funds Report The Board was presented with a copy of the monthly Capital Funds Report. 1 Item #2. Quarterly Investment Report The Board was provided with the Quarterly Investment Report for the period ending June 30, 2008. NEW BUSINESS Item #1 Consideration of the minutes from the September 18, 2008 meeting The following corrections were noted for correction as follows: Page 2 — Item #2 Workshop for the Capital Funds Program Five Year Plan, last paragraph the word director should be directed. Page 2 — Adjournment, the motion was seconded by Commissioner Everett not Commissioner Rushing. Commissioner Bacon made a motion to accept the minutes as amended. Commissioner Everett seconded the motion. Ayes: Martin, Everett, Bacon, King & Rushing Nayes: None Absent: None Item #2 Consideration and adoption of the 2009 Annual Plan, Admissions and Occupancy Policy, Administrative Plan, Lease, Addendum's and all other policies with consideration to comments received at both the Public Hearing and resident meeting Commissioner Everett made a motion to accept the 2009 Annual Plan, Admissions and Occupancy Policy, Administrative Plan, Lease, Addendum's, and all other polices. Commissioner Rushing seconded the motion. Ayes: Martin, Everett, Bacon, King & Rushing Nayes: None Absent: None Item #3 Consideration and approval of amendments to the By -Laws The Board of Commissioners wanted to amend the By -Laws under Section 5. Finance Officer to include wording for monthly review of financial statements and the reporting of results at regularly scheduled meetings. The new wording for the amendment was provided to the Board prior to the meeting. The Finance Officer and other members where in agreement with the wording. 2 Commissioner Bacon made a motion to amend the By -Laws as presented. Commissioner Everett seconded the motion. Ayes: Martin, Everett, Bacon, King & Rushing Nayes: None Absent: None Item #4 Report and acceptance of the Monthly Financial Statement Commission Bacon reported that he had reviewed the financial statements and stated that he had some questions but they related to the HUD format. He and the executive director will meet before the next Board meeting to discuss his questions. Commissioner Bacon made a motion to accept the monthly financial statements prepared by Allen Cornell, CPA. Commissioner Everett seconded the motion. Ayes: Martin, Everett, Bacon, King & Rushing Nayes: None Absent: None Item #5 Consideration and discussion regarding the current need for a fence on W. Worth The fence on W. Worth Street will remain tabled. No action taken Item #6 Consideration and discussion of recommendations for the 2009 Budget The Board was informed that the City was providing a 4% market increase and 3% merit increase to the executive director and maintenance employee. The Board was asked for direction on what percentage to give the housing staff. They were provided with the budget impact of a 5% and 7% raise for the housing staff. The salary amounts were not provided for the executive director or maintenance contract, therefore it was decided that a decision could not be reached until the information was provided at the November meeting. The Board discussed budgeting funds for new housing software. The current software is DOS based and is not providing what is needed. Commissioner Everett offered to assist the executive director in designing a list of questions to ask software vendors. Hiring a new lawn service was also discussed. It was determined that the new contract would include maintenance of shrubs to keep the sidewalks clear along with the mowing, blowing and edging. No action taken 3 Item #7 Discussion of proposed tree service work for Starnes/Brewer Streets and all other properties The Board discussed the proposed work needed on all properties. They were informed that Commissioner King, the executive director and A.J. Thibodeaux from the tree service walked the properties. Due to the cost of addressing all properties and the limited budget it was determined that we would concentrate on removing the dead trees, cutting back the limbs that are overhanging the roofs and clearing the walkways. We have a budget of $10,000 from our 2008 Capital Funds, $2,000 will be spent on starting the landscaping on Starnes/Brewer. The remaining $8,000 will be spent on tree maintenance as determined by Commissioner King and the executive director. Commissioner King will meet with Kevin Mitchell, Parks Superintendent to discuss the landscaping project to be done in November or December. No action taken Item #8 Report from the Resident Advisory Board Meeting held September 25, 2008 The Board was provided a copy of the minutes from the Resident Advisory Board Meeting held September 25, 2008. No action taken ADJOURNMENT Commissioner King made a motion the meeting be adjourned. Commissioner Rushing seconded the motion. Ayes: Martin, Everett, Bacon, King & Rushing Nayes: None Absent: None Motion passed. Meeting adjourned at 5:30 p.m. PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE GRAPEVINE HOUSING AUTHORITY ON THE 6TH DAY OF NOVEMBER 2008. APPROVED:. 4 ATTEST: c)0,,,,,..oa, Debra L. Wells, Executive Director 5