HomeMy WebLinkAbout2009-01-06 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 6th day of January 29, 2009 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
Terri Rushing Resident Commissioner
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 4:30 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 October 29, 2008 through January 23, 2009. 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 December 31, 2008.
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NEW BUSINESS
Item #1 Consideration of the minutes from the November 06, 2008 meeting
The date of the approval was corrected to reflect January 29, 2009.
Commissioner King made a motion to accept the minutes as amended. Commissioner
Everett seconded the motion.
Ayes: Martin, Everett, King, Bacon & Rushing
Nayes: None
Absent: None
Item #2 Consideration and approval of Resolution 09-01 Policy for Capitalization
of Property for Financial Control Purposes
The Board was asked to amend the capitalization policy to include ranges and
refrigerators regardless of the cost. Our fee accountant recommended this change to
provide better accounting of these items.
A motion was made by Commissioner Everett to accept Resolution 09-01 Policy for
Capitalization of Property for Financial Control Purposes. Commissioner Rushing
seconded the motion.
Ayes: Martin, Everett, King, Bacon & Rushing
Nayes: None
Absent: None
Item #3 Consideration and approval of Resolution 09-02 Policy for Records
Retention.
Item was tabled until next meeting to provide time to make suggested changes to the
policy.
Commissioner Bacon made a motion to table Resolution 09-02 Policy for Records
Retention. Commissioner Everett seconded the motion.
Ayes: Martin, Everett, King, Bacon & Rushing
Nayes: None
Absent: None
Item #4. Consideration and discussion of Resolution 09-03 Weed and Ant Control
Contract.
Bids were accepted for weed and ant control for the current year. Two companies bid
on the work and Landmark Earth Services, LLC provided the lowest and most
acceptable bid.
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Landmark ES provided the service last year and we were very happy with the service
especially the one application ant treatment. The treatment resulted in fewer ant
mounds, which also resulted in fewer calls from residents.
Commissioner King made a motion to accept Resolution 09-03 for Weed and Ant
Control contract award to Landmark Earth Services, LLC. Commissioner Bacon
seconded the motion.
Ayes: Martin, Everett, King, Bacon & Rushing
Nayes: None
Absent: None
Item #5 Report from the Financial Officer regarding monthly financial statements
Commission Bacon was provided with the monthly financial statements for review. He
reported to the Board that there was a formula error on page 4 under the Statement of
Revenue and Expenses. The totals were not adding properly.
This item was tabled until the next meeting so the fee accountant could correct the error.
Commissioner Bacon made a motion to table the financial statements until the next
meeting. Commissioner Rushing seconded the motion.
Ayes: Martin, Everett, King, Bacon & Rushing
Nayes: None
Absent: None
Item #6 Consideration and discussion of changing phone procedures to include a
recorded message for opening of waiting list information and application
updates.
The office requested permission from the Board to have an informational message on
the main number to provide information for people calling about the opening of the
waiting list and updates.
The office received 71 calls over a two-week period for waiting list information and
updates. The time spent answering the same question causes a reduction in
productivity.
The Board suggested we work with John McGrane, Administrative Services Director with
the City of Grapevine on getting our phone system updated with a message option.
Commissioner Bacon made a motion to approve changing the phone system to allow for
a information message. Commissioner Rushing seconded the motion.
Ayes: Martin, Everett, King, Bacon & Rushing
Nayes: None
Absent: None
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Item #7. Consideration and discussion of changes to office hours open to the
public.
The office requested permission from the Board to close the office to the public for one
afternoon each week from 1:00-4:30 p.m. The closure would provide the staff with time
to work uninterrupted as well as provide time for HUD required training.
The phones would be answered by the service so residents would still have access to
the office for emergencies. The original request was for Friday afternoon, however the
Board was told any day would work for the office. The Board inquired as to when the
staff would begin the new hours. They were informed it would be in a couple of weeks to
allow time to mail out postcards notifying both the public housing residents and voucher
clients of the new hours.
Commissioner King made a motion to allow the office to close to the public on Thursday
afternoon from 1:00-4:30 p.m. Commissioner Everett seconded the motion.
Ayes: Martin, Everett, King, Bacon & Rushing
Nayes: None
Absent: None
ADJOURNMENT
Commissioner Everett made a motion the meeting be adjourned. Commissioner Bacon
seconded the motion.
Ayes: M Martin, Everett, King, Bacon & Rushing
Nayes: None
Absent: None
Motion passed. Meeting adjourned at 5:34 p.m.
PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE
GRAPEVINE HOUSING AUTHORITY ON THE 12TH DAY OF MARCH 2009.
ATTEST:
Cl4k-/t(v
Debra L. Wells,
Executive Director
APPROVED:
Cathy Ma j , Clkair
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