HomeMy WebLinkAbout2012-03-01 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 March 2012 in the Conference Room of Grapevine
Housing Authority, with the following members present to wit:
Jane Everett
Randy Bacon
Joetta King
Doris Waite
Acting Chair
Finance Officer
Commissioner
Resident Commissioner
Constituting a quorum, with the following also present:
Debra Wells
Sharron Spencer
Steve Norder
Chad Hester
Larry Williams
Executive Director
Liaison to City Council
Grapevine Courier
Facility Services Manager
Facility Services Foreman
CALL TO ORDER
Jane Everett 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 February 01, 2012 through February 25, 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 activity and issues during the month of
February 2012.
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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: Everett, Bacon, King & Waite
Nayes: None
Absent: None
Item #2 Consideration and discussion of maintenance needs with Chad
Hester, Facility Manager
Chad Hester, Facility Manager attended the meeting to discuss the benefits of
installing Hardie Plank siding. He provided pictures of the existing siding to
demonstrate the condition and need for addressing replacement of the siding.
Commissioner Bacon suggested getting some proposals to replace the insulation
in the walls and ceiling since insulation was recommended during the energy
audit. The executive director requested to hire Cameron Alread Architect to
handle the bid process for the Hardie Plank siding since it would require a sealed
bid due to the estimated cost of the project provided by a certified Hardie Plank
installation company.
The Board requested the executive director to provide proposals for wall and
ceiling insulation for the next meeting. They also requested that Cameron Alread
attend the next meeting.
The energy audit also recommended installing ceiling fans. The board
recommended the fans be installed during the make ready process.
Item #3 Report and acceptance of January 2012 monthly financial
statements
Commissioner Bacon reported to the Board that he reviewed the January 2012
monthly financial statements and found them to be acceptable.
Commissioner Bacon made a motion to accept the January 2012 monthly
financial statements as presented. Commissioner King seconded the motion.
Ayes: Everett, Bacon, King and Waite
Nayes: None
Absent: None
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Item #4 Consideration and discussion of Engagement Letter from Allen
Cornell, CPA for fee accounting services
The Board was provided the Engagement Letter from Allen Cornell, CPA for fee
accounting services which did not include an increase from the past year.
Commissioner King made a motion to accept the Engagement Letter from Allen
Cornell, CPA for fee accounting services. Commissioner Waite seconded the
motion.
Ayes: Everett, Bacon, King and Waite
Nayes: None
Absent: None
Item #5 Discussion of Oil and Gas Lease with Chesapeake Exploration,
LLC
The Board was presented a lease request from Chesapeake Exploration LLC. for
oil and gas rights for the housing properties. Only one lease was provided prior
to the agenda being posted. The other four leases were provided after the
agenda was posted. The City is negotiating with Chesapeake but since the
properties are in Grapevine Housing Authority's name the Board will need to
approve the leases and give the executive director approval to sign the contracts.
It was reported that Allen Cornell, CPA was contacted regarding how the money
could be spent and whether it would be considered HUD funds. Allen is going to
research this question and get back to us.
The Board agreed that it would be beneficial to the housing authority to lease the
mineral rights. They suggested the contracts be reviewed by Matthew Boyle and
brought back to the next meeting for approval. They also want a report on what
Allen found out.
Commissioner Bacon made a motion to approve leasing the oil and gas rights for
the housing authority properties. Commissioner King seconded the motion.
Ayes: Everett, Bacon, King and Waite
Nayes: None
Absent: None
Item #6 Discussion and election of officers to replace
New officers needed to be elected due to the resignation of Commissioner Martin
at the January meeting.
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Commissioner Bacon nominated Commissioner Everett for chairperson.
Commissioner King seconded the motion.
Ayes: Everett, Bacon, King and Waite
Nayes: None
Absent: None
Commissioner King nominated Commissioner Bacon as the vice chairperson and
finance officer. Commissioner Waite seconded the motion.
Ayes: Everett, Bacon, King and Waite
Nayes: None
Absent: None
Item #7 Consideration and discussion of Resolution 12-01 Approving and
Accepting the Public Housing Capital Funds for Fiscal Year 2012
The Board was informed that the housing authority would receive $91,619 in
Capital Funds for the fiscal year 2012. HUD requires the board to approve and
accept receipt of the funds each year.
Commissioner King made a motion to accept Resolution 12-01 Approving and
Accepting the Public Housing Capital Funds for Fiscal Year 2012. Commissioner
Bacon seconded the motion.
Ayes: Everett, Bacon, King and Waite
Nayes: None
Absent: None
ADJOURNMENT
Commissioner King made a motion the meeting be adjourned. Commissioner
Bacon seconded the motion.
Ayes: Everett, Bacon, King and Waite
Nayes: None
Absent: None
Motion passed. Meeting adjourned at 5:45 p.m.
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PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE
GRAPEVINE HOUSING AUTHORITY ON THE 29TH DAY OF MARCH 2012.
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APPROVED:
e Everett, Vice Chair
ATTEST:
Debra L. Wells,
Executive Director
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