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Home My WebLink About2009-10-01 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 1st day of October, 2009 in the Conference Room of Grapevine Housing Authority, with the following members present to wit: Cathy Martin Chair Joetta King Commissioner Randy Bacon Finance Officer Carole Reed Resident Commissioner Constituting a quorum, with the following also present: Debra Wells Executive Director Sharron Spencer City Council Liaison PUBLIC HEARING Chair Cathy Martin opened the Public Hearing at 4:30 p.m. for comments on the 5 -Year and Annual Plan, Administrative Plan, Admissions and Occupancy and all other policies. There were no citizens present to make comments so the Public Hearing was closed at 4:31 p.m. CALL TO ORDER Chair Cathy Martin called the meeting to order at 4:31 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 August 31, 2009 through September 25, 2009. Also reported was the statistical information for the Section 8 Voucher 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. 1 NEW BUSINESS Item #1 Consideration of minutes from the September 3, 2009 meeting Commissioner Bacon stated that he forgot to sign the sign -in sheet at the meeting and asked that the minutes be amended to reflect this oversight. Commissioner King made a motion to accept the minutes as amended. Commissioner Bacon seconded the motion. Ayes: Martin, King, Bacon & Reed Nayes: None Absent: Everett Item #2 Consideration and adoption of the PHA 5 -Year and Annual Plan, Admissions and Occupancy Policy, Administrative Plan, Lease, addendums and all other policies with consideration to comments received at both the Public Hearing and resident meeting The Board did not receive any comments from either the Public Hearing or resident meeting. There were no changes to the policies and addendums. The 5 -Year and Annual Plan was provided to all the Board for review and an electronic copy of the policies were provided to interested parties. Commissioner Reed made a motion to adopt the 5 -Year and Annual Plan, Admissions and Occupancy Policy, Administrative Plan, Lease, addendums and all other policies. Commissioner Bacon seconded the motion. Ayes: Martin, King, Bacon & Reed Nayes: None Absent: Everett Item #3 Consideration and approval of authorization to change bank depository for the Low Rent Operating Account The Board requested the Executive Director to contact the City's bank depository regarding being included with the City. Legacy Bank is the City's bank depository and we are welcomed to change over to their bank. The signers on the bank account will need to provide their information along with a letter stating that we would like to open an account under the City of Grapevine's depository agreement. 2 Commissioner King made a motion to change bank depository for the Low Rent account to Legacy Bank. Commissioner Bacon seconded the motion. Ayes: Martin, King, Bacon & Reed Nayes: None Absent: Everett Item #4 Report and acceptance of the Monthly Financial Statements Commissioner Bacon informed the Board that he reviewed the revised June and July monthly financial statements along with August financial statements. He stated that the financial statements looked fine and could be accepted. Commissioner King made a motion to accept the June, July and August monthly financial statements. Commissioner Reed seconded the motion. Ayes: Martin, King, Bacon & Reed Nayes: None Absent: Everett Item #5 Report and acceptance of the 2008 Independent Auditor Report and Management, Discussion and Analysis Report The Board was provided with the Independent Auditor Report including the Management, Discussion and Analysis Report for the period ending December 31, 2008. Commissioner Martin commented that we received a clean audit with no findings. There were no other questions or comments regarding the audit. Commissioner King made a motion to accept the Independent Auditor Report and Management, Discussion and Analysis Report for the period ending December 31, 2008. Commissioner Reed seconded the motion. Ayes: Martin, King, Bacon & Reed Nayes: None Absent: Everett Item #6 Consideration and discussion of new housing software The Board was informed that the current housing software being used was no longer adequate. The software is very out dated and only provides bare minimum of information and reports. 3 Three housing software companies provided demonstrations of their product to the housing staff. All three company's software proved to be 100 percent better than the current software. Two of the companies provided bids. The Executive Director conducted a satisfaction survey of housing agencies with their housing software at the Texas Housing Association conference in Fort Worth this past August. All agencies using HAPPY Software loved it. The Executive Director was asked to contact the City of Grapevine's IT Department regarding equipment and addition costs involved in housing the software on the City's server. It was also recommended that the IT Department review the bids provided to assure that the charges look reasonable and within range of other software products. Commissioner Bacon recommended that we focus on HAPPY Software and recommended meeting with the City's IT Department to discuss the bid and any additional cost related to using the City's server. Commissioner Reed made a motion to table this item. Commissioner Bacon seconded the motion. Ayes: Martin, King, Bacon & Reed Nayes: None Absent: Everett Item #7 Consideration and discussion of salary recommendations for the 2010 Budget The Board was provided with raises ranging from 1-4 percent increases for the housing staff. They were informed that the City is providing a 1 percent one- time merit increase for their employees. The executive director and the maintenance staff would receive the 1 percent raise that will be included in the City's Interlocal Agreement. Commissioner King stated that she was not in favor of giving any raises this year since the staff received a 7 percent raise last year. It was discussed that in the past the staff has received the same raise as the City employees. City staff strongly recommended that the housing raises not deviate from what has been done in the past. Commissioner Bacon made a recommendation that the housing raises be set at 1% effective January 1, 2010 and that the Executive Director could decided on how to provide the increase. Commissioner Reed seconded the motion. 4 Ayes: Martin, Bacon & Reed Nayes: King Absent: Everett Item #8 Report from the Resident Advisory Board Meeting held September 17. 2009 The Board was provided with the minutes from the September 17, 2009 RAB meeting. No action taken ADJOURNMENT Commissioner King made a motion the meeting be adjourned. Commissioner Reed seconded the motion. Ayes: Martin, King, Bacon & Reed Nayes: None Absent: Everett Motion passed. Meeting adjourned at 5:35 p.m. PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE GRAPEVINE HOUSING AUTHORITY ON THE 12TH DAY OF NOVEMBER 2009. APPROVED: Cathy rtin, ice Chair ATTEST: 'i.ttin.%. Ls_Qc.„ Debra L. Wells, Secretary