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Home My WebLink About2009-11-12 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 12th day of November, 2009 in the Conference Room of Grapevine Housing Authority, with the following members present to wit: Cathy Martin Jane Everett Joetta King Randy Bacon Carole Reed Chair Vice Chair Commissioner Finance Officer Resident Commissioner Constituting a quorum, with the following also present: Debra Wells Sharron Spencer John McGrane Scott Dyer Executive Director City Council Liaison Administrative Services Director Public Works, Manger of Engineering CALL TO ORDER 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 September 26, 2009 through November 5, 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. Item #2 Capital Funds The Board was provided with a copy of the monthly Capital Funds Report. 1 Item #3 Quarterly Investment Report The Board was provided with the September 30, 2009 Quarterly Investment Report. It was recommended that $185,000 of the TexPool funds be invested in six or nine month certificate of deposits until rates go up. NEW BUSINESS Item #1 Consideration of minutes from the October 1, 2009 meeting Commissioner King reported a typo correction found on page 4 in the fourth paragraph, remove one of the phrases "focus on". Commissioner King made a motion to accept the minutes as amended. Commissioner Bacon seconded the motion. Ayes: Martin, Everett, King, Bacon & Reed Nayes: None Absent: None Item #2 Consideration and discussion of drainage work to be performed at 319 and 327 W. Worth Street A presentation by Scott Dyer, Manager of Engineering for the City of Grapevine, was provided to explain the City's proposed plan to correct the drainage issues on W. Worth Street. The Board was advised that the City planned to fix the drainage issues using the Storm Drainage account since some of the water could be contributed to runoff from their streets. Scott explained that the City would take care of placing the drainage pipe that would connect to the storm drainage however we would still need to hire someone to connect the rain gutters to the new drain and re -sod the area. He stated that we were in the process of getting a bid from The Lawn Firm for this work. He was asked if The Lawn Firm was qualified to do this type of work and if this work could be performed by the City instead. It was suggested that we get a bid from The Lawn Firm and that Scott find out how much the City would charge to do the work so the Board could compare the costs. The item was tabled until the requested information could be obtained and once the information is received a meeting will be scheduled. Item #3 Consideration and approval of Resolution 09-08 for Purchase of HAPPY Software The Board was informed that the executive director met with the City's Information Technology director regarding the proposal from HAPPY Software. 2 John Jennery, IT Director stated that the proposal did not look unreasonable to him. He stated that the only additional cost to the housing authority would be the cost of some client/server software that would cost $500-550. He said everything else looked fine but commented that it would be December before the City would have the room on their server. Commissioner Reed stated that her son researched HAPPY Software for her and they checked out to be a good company. The Board was also told that when HAPPY was contacted regarding the hotel charges they stated they used the Government standard in the proposal since they were not familiar with hotel costs in the area. Commissioner Reed made a motion to accept Resolution 09-08 for the Purchase of HAPPY Software. Commissioner Everett seconded the motion. Ayes: Martin, Everett, King, Bacon & Reed Nayes: None Absent: None Item #4 Report and acceptance of the Monthly Financial Statements Commissioner Bacon stated that in his review of the monthly financial statements he noticed it appeared we were over budget in the maintenance contract line item. The executive director explained to the Board that the overage was most likely due to soft cost from Capital Funds Program expenses. The Capital Funds Program is not budgeted however when soft cost are paid for such as flooring it shows up in the combined budget causing that line item to look overdrawn. The executive director explained that we are not required to file our budget with HUD therefore we do not do budget amendments when a line item goes over budget. Commissioner Bacon also commented on the office supply line item balance. The executive director stated that extra paper had to be ordered when applications were being processed in June but that she would research the charges to confirm. Commissioner Bacon made a motion to accept the September monthly financial statements. Commissioner Everett seconded the motion. Ayes: Martin, Everett, King, Bacon & Reed Nayes: None Absent: None Item #5 Consideration and discussion of 2010 Operating Budget The Board was presented with a proposed budget for fiscal year 2010. The Executive director stated that the budget was prepared with a 1% salary increase 3 for the staff along with a 1% increase for the Interlocal Agreement with the City of Grapevine for salary and benefits for the executive director and maintenance staff. The Board was also advised that our auditor, Elizabeth Spencer recommended that we raise our flat rents this year. It has been several years since we have raised the flat rents. The process to determine new flat rents is very time consuming therefore the executive director requested permission to research the cost of hiring a company to perform the job. It was also recommended that the executive director check with HUD to see if smaller agencies are exempt from any of the requirements. Commissioner King made a motion to approve the 2010 Proposed Budget. Commissioner Bacon seconded the motion. Ayes: Martin, Everett, King, Bacon & Reed Nayes: None Absent: None Commissioner King made a motion to have the executive director research some firms to do the rent comparisons and to contact HUD for more information on raising the flat rents; and to bring it back to the Board for a decision at the next meeting. Commissioner Reed seconded the motion. Ayes: Martin, Everett, King, Bacon & Reed Nayes: None Absent: None Item #6 Report from the Resident Advisory Board Meeting held October 15, 2009 The Board was provided with the minutes from the Resident Advisory Board Meeting held on October 15, 2009. No action taken. ADJOURNMENT Commissioner King made a motion the meeting be adjourned. Commissioner Reed seconded the motion. Ayes: Martin, Everett, King, Bacon & Reed Nayes: None Absent: None 4 Motion passed. Meeting adjourned at 5:30 p.m. PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE GRAPEVINE HOUSING AUTHORITY ON THE 28TH DAY OF JANUARY 2010. APPROVED: Cathy ATTEST: X00 (&,_00,b. Debra L. Wells, Executive Director rtin, Chair 5