HomeMy WebLinkAbout2011-05-26 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 26th day of May 2011 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
Carole Reed Resident Commissioner
Constituting a quorum, with the following also present:
Debra Wells Executive Director
Sharron Spencer City 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 April 25, 2011 through May 23, 2011. 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.
NEW BUSINESS
Item #1 Consideration of the Minutes from the April 28, 2011 meeting
Commissioner Bacon made a motion to accept the April 28, 2011 minutes as presented.
Commissioner Everett seconded the motion.
Ayes: Martin, Everett, Bacon, King and Reed
Nayes: None
Absent: None
1
Item #2 Report and acceptance of the Monthly Financial Statements for
December 2010, January, February, March and April 2011
Commissioner Bacon reported to the Board that the December 2010, January, February
and March 2011 statements were acceptable. He reported that the April 2011
statements appear to have a formula error on page 4. He recommended that the
executive director contact the fee accountant to get the April statements corrected and
then present them with the May statements on the next agenda.
A motion was made by Commissioner Bacon to accept the December 2010, January,
February and March 2011 financial statements. Commissioner Reed seconded the
motion.
Ayes: Martin, Everett, Bacon, King and Reed
Nayes: None
Absent: None
Item #3 Consideration and acceptance of the Engagement Letter with Elizabeth
Miles, CPA for the December 31, 2010 Audited Financial Statements
The Board was presented with the Engagement Letter provided by Elizabeth Miles, CPA
for the audit of the December 31, 2010 financial statements.
Commissioner Bacon made a motion to accept the Engagement Letter with Elizabeth
Miles, CPA for the preparation of the December 31, 2010 audit. Commissioner Everett
seconded the motion.
Ayes: Martin, Everett, Bacon, King and Reed
Nayes: None
Absent: None
Item #4 Consideration and discussion to purchase the inspection module for
Housing Pro Software
When we purchase the housing software last year we did not purchase the inspection
module. We have been tracking inspection dates through spreadsheets that are
manually created from the data taken off the software. It is very time consuming and
there is always the concern of an inspection date being missed. The inspection module
would capture the inspections dates and provide reports of inspections due each month
helping us to manage the inspections more efficiently.
Commissioner Everett made a motion to approve the purchase of the inspection module
for the Housing Pro software. Commissioner King seconded the motion.
Ayes: Martin, Everett, Bacon, King and Reed
Nayes: None
Absent: None
2
Item #5 Consideration and discussion of amending Addendum C. Dwelling Lease
to more clearly word the yard signage paragraph
The Board was presented with the current wording of the lease concerning yard signs
and determined new wording to be applied to the lease.
Commissioner King made a motion to amending Addendum C. Dwelling Lease with the
wording as discussed. Commissioner Everett seconded the motion.
Ayes: Martin, Everett, Bacon, King and Reed
Nayes: None
Absent: None
ADJOURNMENT
Commissioner King made a motion the meeting be adjourned. Commissioner Bacon
seconded the motion.
Ayes: Martin, Everett, Bacon, King and Reed
Nayes: None
Absent: None
Motion passed. Meeting adjourned at 5:05 p.m.
PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE
GRAPEVINE HOUSING AUTHORITY ON THE1 TH DAY OF JULY 2011.
ATTEST:
L�1no'�t1
Debra L. Wells,
Executive Director
APPROVED:
3