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Home My WebLink About2018-01-25 Regular Meeting AGENDA GRAPEVINE HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING THURSDAY,JANUARY 25,2018 AT 4:30 P.M. GRAPEVINE HOUSING AUTHORITY OFFICE 131 STARR PLACE,GRAPEVINE,TEXAS CALL TO ORDER CITIZENS COMMENTS REGULAR MEETING 1. REPORT OF THE EXECUTIVE DIRECTOR(INFORMATIONAL ONLY) A. Rent Delinquency and Information Sheet B. Capital Funds Report and Work in Progress C. Quarterly Investment Report for December 31,2017 D. Report of Public Housing Activity and Issues through January 22,2018 D. Minutes from the Resident Advisory Meetings held January 19,2018 NEW BUSINESS 2. Consideration of the minutes from the December 21,2017 meeting and take any necessary action. 3. Consideration and approval of Resolution 2018-01,to accept a contract to replace 11 hot water heaters and take any necessary action. 4. Consideration and approval to update the Record Retention procedures 5. Discussion and acceptance of the October and November 2017 financial statements. ADJOURNMENT IF YOU PLAN TO ATTEND THIS PUBLIC MEETING AND HAVE A DISABILITY THAT REQUIRES SPECIAL ARRANGEMENTS AT THE MEETING,PLEASE CONTACT THE GRAPEVINE HOUSING AUTHORITY OFFICE AT(817)488-8132 AT LEAST 24 HOURS IN ADVANCE OF THE MEETING. REASONABLE ACCOMMODATIONS WILL BE MADE TO ASSIST YOUR NEEDS. IN ACCORDANCE WITH TEXAS GOVERNMENT CODE,CHAPTER 551.001 et seq,ACTS OF THE 1993 TEXAS LEGISLATURE,THE SPECIAL BOARD OF COMMISSIONERS MEETING AGENDA WAS PREPARED AND POSTED ON THIS THE 22ND DAY OF JANUARY 2018 BY 4:30 P.M. eAfeArtt--- Jane rett,Acting Executive Director State of Texas County of Tarrant City of Grapevine The Board of Commissioners of the Grapevine Housing Authority met in Regular Session on this the 25th day of January 2018 in the Conference Room of the Grapevine Housing Authority, with the following members present to wit: Linda Troeger Chair Teri Rhodes -Cantu Commissioner Ethel Anderson Resident Commissioner Constituting a quorum, with the following also present: Jane Everett Duff O'Dell CITIZENS COMMENTS No Citizen comments. Interim Executive Director City Council Liaison REGULAR MEETING — CALL TO ORDER Chairman Troeger called the meeting to order at 4:31 p.m. Item #1 Report of the Executive Director (Informational Only) A. Rent Delinquency and Information Sheet The Interim 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 through January 22, 2018. B. Capital Funds Report and Work in Progress The Executive Director reported to the Board on the current Capital Funds and corresponding projects. C. Quarterly Investment Report for December 31, 2017 The Board was presented with the December 31, 2017 investment balances. D. Report of Public Housing Activity and Issues The Interim Executive Director reported to the Board recent activity and administrative updates since their last Board meeting. E. Minutes from the Resident Advisory Meetinos held January 19, 2018 The Board was provided the minutes from the January 19, 2018 Resident Advisory Board meeting. NEW BUSINESS Item #2 - Consideration of the minutes from the December 21. 2017 meeting and take any necessary action. The Board was provided the minutes from the December 21, 2017 meeting for approval. Commissioner Rhodes -Cantu moved and Commissioner Anderson seconded to accept the November 9, 2017 minutes as presented. Ayes: Troeger, Rhodes -Cantu & Anderson Nays: None Absent: None Motion passed Item #3 - Consideration and approval of Resolution 2018-01, to accept a contract to replace 11 hot water heaters and take any necessary action. The Board was presented with Resolution No 18-01 to allow the Interim Executive Director to enter into a contract to replace aging hot water heaters on Starr Place and Starnes. On December 6, 2017 a bid request was emailed to the three companies below. The results of those bids are as followed: Per Unit Longhorn Plumbing Services $1,150.00 C. Pearson Plumbing Inc. $1,650.00 Berkeys' $1,495.00 Commissioner Rhodes -Cantu asked if GHA had ever worked with Longhorn Plumbing before. The Executive Director replied Longhorn Plumbing installed hot water heaters in 2017 and GHA was happy with the work. Commissioner Rhodes -Cantu moved and Commissioner Anderson seconded to approve Resolution 18- 01 to allow the Interim Executive Director to enter into a contract with Longhorn Plumbing Services as the lowest bid. Ayes: Troeger, Rhodes -Cantu & Anderson Nays: None Absent: None Motion passed Item #4 — Consideration and approval to update the Record Retention procedures. Executive Direction discussed with the Board the proposed changes to the Record Retention policy regarding Housing Choice Voucher Program. Since the changes are needed to the policy and not the procedure, no action could be taken. No action taken Item #5 - Consideration and acceptance of the October and November 2017 monthlv financial statements and take any necessary action. The Board was provided electronic financial statements for the months of October and November 2017, Commissioner Anderson moved and Commissioner Rhodes -Cantu seconded to accept the monthly financial statements for October and November 2017. Ayes: Troeger, Rhodes -Cantu & Anderson Nays: None Absent: None Commissioner Anderson moved and Commissioner Rhodes -Cantu seconded that the meeting be adjourned. Ayes: Troeger, Rhodes -Cantu & Anderson Nays: None Absent: None Motion passed. Meeting adjourned at 4:49 p.m. PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE GRAPEVINE HOUSING AUTHORITY ON THE 22 DAY OF MARCH 2018. APPROVED: LnA n S I r -Lo 4__L�e Linda Troeger, Chair ATTEST: J ne Everett, d� Executive Director