HomeMy WebLinkAbout2012-10-25 Regular MeetingState of Texas
County of Tarrant
City of Grapevine
The Board of Commissioners of the Grapevine Housing Authority held a meeting
in regular session on this the 25th day of October 2012 in the Conference Room
of Grapevine Housing Authority, with the following members present to wit:
Jane Everett Chair
Randy Bacon Vice Chair
Joetta King Commissioner
Karen Rice Commissioner
Constituting a quorum, with the following also present:
Debra Wells
Sharron Spencer
John McGrane
Executive Director
Liaison to City Council
Director of Administrative Services
CITIZEN COMMENTS
CALL TO ORDER
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 October 1, 2012 through October 19, 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 Report and work in progress
The board was provided with the monthly Capital Funds Report including on-
going projects.
Item #3 Quarterly Investment Report as of September 30, 2012
The board was provided with the Quarterly Investment Report as of September
30, 2012.
Item #4 Report of Public Housing and Section 8 activity and issues
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The board was provided with a report of activity and issues during the month of
October 2012.
NEW BUSINESS
Item #1 Consideration of the minutes from the September 26, 2012 Public
Hearing and regular meeting
The minutes from the September 26, 2012 Public Hearing and regular meeting
were provided to the board.
Commissioner King moved and Commissioner Rice seconded to accept the
minutes as presented.
Ayes: Everett, Bacon, King & Rice
Nayes: None
Absent: Waite
Motion passed.
Item #2 Report and acceptance of the monthly financial statements for the
month of September 2012
Commissioner Bacon reported to the board that he reviewed the September
2012 monthly financial statements and found them to be acceptable.
Commissioner Bacon moved and Commissioner King seconded to accept the
September 2012 monthly financial statements.
Ayes: Everett, Bacon, King & Rice
Nayes: None
Absent: Waite
Motion passed.
Item #3 Consideration and discussion of the Request for Proposal for a
Surveyor and consider authorizing a contract up to $10,000
The executive director reported to the board that a Request for Proposal (RFP)
for a surveyor was sent out to several area surveyors and that the RFP review
process would probably not be completed by the November meeting. It was
discussed to give the executive director the authority to enter into a contract for
surveying services in an amount not to exceed $10,000.
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There was discussion concerning the type of survey needed and whether an
amended plat was needed. It was determined that the only purpose of the
survey was to have markers placed to identify property lines.
Commissioner King moved and Commissioner Bacon seconded to give the
executive director the authority to enter into a contract with a surveyor in an
amount not to exceed $10,000.
Ayes: Everett, Bacon, King & Rice
Nayes: None
Absent: Waite
Motion passed.
Item #4 Consideration and discussion of salary increases, office contract
labor and other budget increases for the 2013 budget year
It was reported to the board that it is time to start preparing the 2013 budget and
there were a few items they needed to approve before sending the information to
the fee accountant for preparation of the budget.
The first item discussed was the salary increases for the staff. In the past years
salary increases have been provided based on what the City provided their
employees. This year City employee's received a 3% merit increase.
The next item discussed was a request by the executive director for an office
contract labor person. Person for at least a minimum of twelve weeks a year
would provide phone backup and front desk coverage when staff is out on leave.
Other items discussed to be included in the budget were inspection software and
an iPad to run the software. This would help to decrease the time spent on
paperwork and would provide the ability to run reports from our software.
Commissioner Rice moved and Commissioner King seconded to approve the
following items to be included in the 2013 budget; staff increases of 3%, office
contract labor for 12 weeks and inspection applications and iPad.
The motion was amended to read staff merit increases of 3%.
Ayes: Everett, Bacon, King & Rice
Nayes: None
Absent: Waite
Motion passed.
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Item #5 Minutes from the Resident Advisory Board meeting held October
19, 2012
The board was provided the minutes from the Resident Advisory Board meeting
held October 19, 2012.
No action taken.
ADJOURNMENT
Commissioner King moved and Commissioner Bacon seconded that the meeting
be adjourned.
Ayes: Everett, Bacon, King & Rice
Nayes: None
Absent: Waite
Motion passed. Meeting adjourned at 5:18 p.m.
PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE
GRAPEVINE HOUSING AUTHORITY ON THE 29TH DAY OF NOVEMBER
2012.
APPROVED:
Jane�Everett, Chair
ATTEST:
Debra Wells,
Executive Director
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