HomeMy WebLinkAbout2012-01-26 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 January 2012 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 Finance Officer
Doris Waite Resident Commissioner
Constituting a quorum, with the following also present:
Debra Wells
Sharron Spencer
John McGrane
Executive Director
Liaison to City Council
Administrative Services Director
CALL TO ORDER
Chair 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 December 01, 2011 through January 20, 2012. 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 the monthly Capital Funds Report.
Item #3 Report of Public Housing and Section 8 activity and issues
The Board was provided with a report of the activity and issues requiring staff
action during the month for both housing programs.
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Item #4 Quarterly Investment Report at 12/31/2011
The Board was provided with the Quarterly Investment Report for quarter ending
December 31, 2012.
Item #5 HUD Salary Limit on Top 5 Positions
The Board was updated on a new regulation that limits federal funds that can be
used to pay housing employees no higher than a Level IV of a federal executive
pay scale which is $155,500.
NEW BUSINESS
Item #1 Consideration of minutes from the November 17, 2011 meeting
Commissioner King made a motion to accept the minutes as presented.
Commissioner Bacon seconded the motion.
Ayes: Martin, Everett, Bacon, King & Waite
Nayes: None
Absent: None
Item #2 Report and acceptance of October and November 2011 monthly
financial statements
Commissioner Bacon informed the Board that he reviewed the October and
November 2011 monthly financial statements. He stated the financial statements
looked fine and recommended acceptance
Commissioner Bacon made a motion to accept October and November 2011
monthly financial statements. Commissioner King seconded the motion.
Ayes: Martin, Everett, Bacon, King & Waite
Nayes: None
Absent: None
Item #3 Discussion of 2012 operating fund calculation and maintenance
needs.
The Board was updated on the latest news concerning our operating fund
calculation. Allen Cornell, CPA has estimated that we should receive 78% of our
total operating subsidy of $310,673 which means we should get approximately
$242,325 for fiscal year 2012. The last notice we received from HUD stated the
final numbers should be calculated by the end of this month or beginning of next.
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The Board discussed needs for routine maintenance work that could be done
using reserves. They also discussed having a needs study performed by Facility
personnel as well as an outside source. One project that has been high on
maintenances request is to replace the storm doors on the remaining buildings
so all storm doors would be uniform. A proposal from Olney Sales Inc. to replace
the remaining 59 doors was provided in the amount of $14,546.45 which includes
manufacturing and installation.
Commissioner Bacon made a motion to have Facility personnel review routine
maintenance needs and to look into a needs study; and come back with a report
at the next meeting. Commissioner Everett seconded the motion.
Ayes: Martin, Everett, Bacon, King and Waite
Nayes: None
Absent: None
Commissioner King made a motion to accept the proposal from Olney Sales Inc.
to manufacture and install 59 storm doors for $14,546.45. Commissioner Bacon
seconded the motion.
Ayes: Martin, Everett, Bacon, King and Waite
Nayes: None
Absent: None
Item #4 Discussion of opening the waiting list in June 2012
The Board discussed opening the two waiting lists in June. There are 136
people on the Public Housing waiting list and 321 on the Section 8 Housing
Choice Voucher (HCV) list. HCV waiting list is not moving due to funding short
falls.
The Board discussed only opening the Public Housing waiting list for 4 hours on
a day to be decided by staff once the WaitList Check software has been installed.
Commissioner King made a motion to open the Public Housing waiting list for 4
hours on a day to be determined by staff once the WaitList Check software has
been installed. Commissioner Bacon seconded the motion.
Ayes: Martin, Everett, Bacon, King and Waite
Nayes: None
Absent: None
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Item #5 Discussion of the Interlocal Agreement with the City of Grapevine
The Board discussed continuing the Interlocal Agreement with the City of
Grapevine for the executive director and facility services staff positions. It was
determined the arrangement has worked well for both parties.
Commissioner King made a motion to continue the Interlocal Agreement with the
City of Grapevine for the executive director and facility services staff positions.
Commissioner Waite seconded the motion.
Ayes: Martin, Everett, Bacon, King and Waite
Nayes: None
Absent: None
Item #6 Discussion and election of officers to replace the chair position
vacated by Cathy Martin
Commissioner Everett made a motion to table this item until next meeting.
Commissioner Waite seconded the motion.
Ayes: Martin, Everett, Bacon, King and Waite
Nayes: None
Absent: None
Item #7 Report from the Resident Advisory Board meeting held January 19,
2012
The minutes from the meeting were provided.
No action necessary.
ADJOURNMENT
Commissioner King made a motion the meeting be adjourned. Commissioner
Bacon seconded the motion.
Ayes: Martin, Everett, Bacon, King and Waite
Nayes: None
Absent: None
Motion passed. Meeting adjourned at 5:40 p.m.
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PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE
GRAPEVINE HOUSING AUTHORITY ON THE 1ST DAY OF MARCH 2012.
APPROVED:
J e Everett, Vice Chair
ATTEST:
Debra L. Wells,
Executive Director
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