HomeMy WebLinkAbout2010-07-15 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 15th day of July, 2010 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
Carole Reed Resident Commissioner
Constituting a quorum, with the following also present:
Debra Wells
John McGrane
Sharron Spencer
Executive Director
Director of Administrative Services
Council Liaison
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 June 4, 2010 through July 09, 2010. 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.
Item #3 Investment Report for June 30, 2010
The Board was provided the quarterly Investment Report for June 30, 2010.
NEW BUSINESS
Item #1 Election of Officers and representative to the Senior Advisory Board
It was recommended that the officers remain the same positions and Commissioner
King offered to continue serving as the Ex -Officio to the Grapevine Senior Citizens
Advisory Board.
Commissioner Reed made a motion to keep the officers as recommended and for
Commissioner King to remain as the Board representative on the Grapevine Senior
Citizens Advisory Board. Commissioner King seconded the motion.
Ayes: Martin, Everett, Bacon, King & Reed
Nayes: None
Absent: None
Item #2 Consideration of Minutes for Board Meeting held June 10, 2010.
Commissioner King mentioned that the motion for adjournment on the minutes showed
her making the motion but she was not present at the meeting so the minutes needed to
be amended to reflect the correct board member.
Commissioner Everett made a motion to accept the minutes for the June 10, 2010
meeting as amended. Commissioner Reed seconded the motion.
Ayes: Martin, Everett, Bacon, King & Reed
Nayes: None
Absent: None
Item #3 Consideration and acceptance of the March, April and May 2010 monthly
financial statements.
Commissioner Bacon reported on the monthly financial statements. He stated that he
had reviewed the monthly statements. He noted that we should keep an eye on the
expenditures on the Section 8 Voucher Program. The Director explained that the
Section 8 Voucher Program HAP funding changes from month to month because it is
based on the monthly reporting into the VMS system.
Commissioner Bacon made a motion to accept the March, April and May monthly
financial statements. Commissioner Everett seconded the motion.
Ayes: Martin, Everett, Bacon, King & Reed
Nayes: None
Absent: None
Item #4
Consideration and acceptance of Resolution No. 10-04, Resolution
Approving and Accepting the Public Housing Capital Funds for Fiscal Year
2010.
The Board is required to accept the Public Housing Capital Funds for Fiscal Year 2010
that were recently awarded. The Capital Funds budget was accepted with our 2010
Annual Plan but because the final award amount was not know at that time HUD has
requested the Board to accept the new award amount.
Commissioner Everett made a motion to accept Resolution 10-04 Approving and
Accepting the Public Housing Capital Funds for Fiscal Year 2010. Commissioner
Bacon seconded the motion.
Ayes: Martin, Everett, Bacon, King & Reed
Nayes: None
Absent: None
Item #5 Consideration and approval of the engagement letter with Elizabeth Miles
(Spencer), Certified Public Accountant for the fiscal year 12/31/2009 audit
and take any necessary action
The Board was presented with the engagement letter with Elizabeth Miles, CPA for the
fiscal year 12/31/09 audit. The Board was informed that the City's auditing firm provided
an informal bid of $10,000 to perform our audit. This amount would be almost double
the cost of our current auditor. The Board stated that they were happy with the services
Ms. Miles performed but would like to get the engagement letter and financial
statements earlier.
It was desided to request Ms. Miles to provide a two year engagement letter for 2010
and 2011 with a clause to require the audit be completed by June 30. The Board also
would like a Management Letter regardless of whether there are any findings to be
reported.
Commissioner Everett made a motion to accept the engagement letter from Elizabeth
Miles, CPA for the fiscal year ended 12/31/09. Commission Reed seconded the
motion.
Ayes: Martin, Everett, Bacon, King & Reed
Nayes: None
Absent: None
Item #6 Minutes from the Resident Advisory Board Meeting held June 17, 2010
The Board was provided minutes from the June 17, 2010 RAB meeting.
No action taken.
ADJOURNMENT
Commissioner Everett made a motion the meeting be adjourned. Commissioner Reed
seconded the motion.
Ayes: Martin, Everett, Bacon, King & Reed
Nayes: None
Absent: None
Motion passed. Meeting adjourned at 5:10 p.m.
PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE
GRAPEVINE HOUSING AUTHORITY ON THE 18TH DAY OF AUGUST 2010.
APPROVED:
ATTEST:
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Debra L. Wells,
Executive Director