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HomeMy WebLinkAbout2008-11-06-2008State of Texas County of Tarrant City of Grapevine The Board of Commissioners of the Grapevine Housing Authority met in Regular Session on this the 6th day of November, 2008 in the Conference Room of Grapevine Housing Authority, with the following members present to wit: Cathy Martin Chair Jane Everett Vice -Chair Joetta King Commissioner Randy Bacon Financial Officer Constituting a quorum, with the following also present: Debra Wells Sharron Spencer John McGrane CALL TO ORDER Executive Director City Council Liaison Administrative Services Director Chair Cathy Martin called the meeting to order at 4:35 p.m. CITIZEN COMMENTS REPORT OF THE EXECUTIVE DIRECTOR (INFORMATIONAL ONLY) Item #1. Rent Delinquency and Information Sheet The Executive Director 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 12, 2008 through October 29, 2008. 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 provided with the Quarterly Investment Report for the quarter ending September 30, 2008. 1 NEW BUSINESS Item #1 Consideration of the minutes from the October 2, 2008 meeting Commissioner Bacon identified a correction on page 4 first paragraph, second sentence, remove second "that". Commissioner King made a motion to accept the minutes as amended. Commissioner Everett seconded the motion. Ayes: Martin, Everett, King, & Bacon Nayes: None Absent: Rushing Item #2 Consideration and acceptance of the December 31, 2007 Audited Financial Statements The Board was provided with the audited financial statements prepared by Elizabeth Spencer, CPA for the period ended December 31, 2007. The Board was informed that the filing deadline of September 30, 2008 for the audited financial statements was met and has been approved by HUD. Commissioner Bacon stated that he reviewed the financial statements and didn't have any questions regarding them. Commissioner Martin noted that there were no audit findings, which reflects that the staff is doing a good job. A motion was made by Commissioner Bacon to accept the December 31, 2007 Audited Financial Statements. Commissioner Everett seconded the motion. Ayes: Martin, Everett, King & Bacon Nayes: None Absent: Rushing Item #3 Report and acceptance of the Monthly Financial Statements Commissioner Bacon, Finance Officer, was provided with a copy of the monthly financial statements prepared by Allen Cornell, CPA for the month ending September 30, 2008. Commissioner Bacon reported to the Board that he reviewed the monthly financial statements and they were found acceptable. Commissioner Bacon made a motion to accept the monthly financial statement for the month ending September 30, 2008. Commissioner King seconded the motion. Ayes: Martin, Everett, King & Bacon Nayes: None Absent: Rushing 2 Item #4. Consideration and approval of updated Bank Depository Agreements for all accounts with Cullen/Frost Bankers, Inc. and Wells Fargo Bank. HUD requested that housing agencies review their Bank Depository Agreements to assure they are up to date due to the current economic crisis. It was determined that the Bank Depository Agreements with Wells Fargo Bank and Cullen/Frost Bankers, Inc. needed to be updated. The Board agreed to renew the Bank Depository Agreements with both banks. Item #5 Consideration and discussion of salary increases for the 2009 Budget The Board was presented with information on the budget impact of a 3%, 5% and 7% salary increase for the housing staff along with the impact of the 7% raise provided to the executive director and facility staff employee by the City of Grapevine. The executive director provided data from a survey that was performed by The Texas Housing Association. It was determined that the average range of raises being provided by housing agencies was between 3% to 7%. Funding for the raises come from rents and HUD subsidies. We will be looking at increasing flat rents in January, which will increase revenues. Commissioner Bacon made a motion to provide the staff with a 7% salary increase that matches the City's increase for the executive director and facility employee. Commissioner Everett seconded the motion. Ayes: Martin, Everett, King & Bacon Nayes: None Absent: Rushing Item #6 Consideration and acceptance of proposed tree work for all properties by Preservation Tree Services, Inc. The Board was provided a new proposal by A.J. Thibodeaux with Preservation Tree Services for $8,000. Mr. Thibodeaux explained to the Board that we could accomplish the list of work provided to him by eliminating removing one Bois -D -Arch on Texas Street. The tree will need to be removed at some point but if we crown, clean and prune it to remove dead limbs it will last a few more years. He reported to the Board that by doing the work now we will be able to maintain the properties with the funds provided each year. He reported that his company would clean up the area and remove all debris. He can start the project in two weeks if weather permits. Commissioner King made a motion to accept the proposal by Preservation Tree Services for $8,000. Commissioner Bacon seconded the motion. Ayes: Martin, Everett, King & Bacon Nayes: None Absent: Rushing 3 Item #7. Report from the Resident Advisory Board meeting held October 16, 2008 The Board was provided with a copy of the minutes from the Resident Advisory Board meeting held on October 16, 2008. No Action taken. ADJOURNMENT Commissioner Everett made a motion the meeting be adjourned. Commissioner Bacon seconded the motion. Ayes: Martin, Everett, King & Bacon Nayes: None Absent: Rushing Motion passed. Meeting adjourned at 5:38 p.m. PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE GRAPEVINE HOUSING AUTHORITY ON THE 29TH DAY OF JANUARY 2009. ATTEST: Debra L. Wells, Executive Director APPROVED: 4