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Home My WebLink About2019-09-26 Regular MeetingAGENDA GRAPEVINE HOUSING AUTHORITY BOARD OF COMMISSIONERS MEETING THURSDAY, SEPTEMBER 26, 2019 AT 4:30 P.M. GRAPEVINE HOUSING AUTHORITY OFFICE 131 STARR PLACE, GRAPEVINE, TEXAS PUBLIC HEARING 4:30 1. Public Hearing to obtain input from the city residents in reference to the Agency's Admissions and Continued Occupancy Policy (ACOP), Dwelling Lease, Addendums and Policies, 2017 — 2019 Capital Plans, and the 2020 — 2024 5 Year Plan. CALL TO ORDER CITIZENS COMMENTS REGULAR MEETING 2. REPORT OF THE EXECUTIVE DIRECTOR (INFORMATIONAL ONLY) A. Rent Delinquency and Information Sheet B. Capital Funds Report and Work in Progress C. Report of Public Housing Activity and Issues through September 23, 2019 D. Updates from the Resident Advisory meeting held September 20, 2019 NEW BUSINESS 3. Consideration of the minutes from the August 22, 2019 meeting and take any necessary action. 4. Consideration and acceptance of Resolution No. 19-12 approving and accepting the changes to the Agency's Admissions and Continued Occupancy Policy (ACOP), Dwelling Lease, Addendums, Revised 2017 — 2019 Annual Plans, 2020 Capital Plan and 5 -Year Capital Action Plan for 2020-2024 5. Consideration and approval of Resolution No. 19-13, to adopt the 2020 flat rent schedule. 6. Consideration and approval of Resolution No. 19-14 to approve the Executive Director to enter into an agreement with Covarrubias Construction to replace the water distribution system on Starr Place. 7. Consideration and acceptance of Resolution No. 19-15 the year-to-date December 31, 2018 audited financial statements and take any necessary action. 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 23RD DAY OF SEPTEMBER BY 4:30 P.M. Jane E tey Executive Director State of Texas County of Tarrant City of Grapevine The Board of Commissioners of the Grapevine Housing Authority held a public hearing and then met in Regular Session on this the 26th day of September 2019 in the Conference Room of the Grapevine Housing Authority, with the following members present to wit: Linda Troeger Chair Bonnie McHugh Vice -Chair Karen Rice Finance Officer Ethel Anderson Resident Commissioner Teri Rhodes -Cantu Commissioner Constituting a quorum, with the following also present: Duff O'Dell City Council Liaison Jane Everett Executive Director PUBLIC HEARING called to order at 4:31 Item #1 Public Hearing to obtain input from the city residents in reference to the 5 Year Capital Action Plan for 2020 - 2024, 2020 Annual Plan, Revised 2017, 2018 and 2019 Annual Plans, and Dwelling Lease and Addendums. No citizen comments. Public Hearing closed 4:32 No Citizen comments. REGULAR MEETING — CALL TO ORDER Chairperson Troeger called the meeting to order at 4:32 p.m. Item #2 Report of the Executive Director (Informational Only) A. 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 through August 19, 2019. The Executive Director updated the Board the waiting list was open in August and there were 1259 applicants. B. Capital Funds Report and Work in Progress The Executive Director reported to the Board on the current Capital Funds and corresponding projects. C. Report of Public Housing Activity and Issues Grapevine Housing Authority has a large senior population. There are several residents that are declining and the staff is working with GRACE to help ensure they have the proper resources available. D. Minutes from the Resident Advisory Meetings held July 19, and August 16, 2019 The minutes from the September 20, Resident Advisory Board meeting were presented to the Board. NEW BUSINESS Item #3 - Consideration of the minutes from the August 22, 2019 meeting and take any necessary action. The Board was provided the minutes from the August 22, 2019 meeting for approval. Commissioner Rice moved and Commissioner Rhodes -Cantu seconded to accept the August 22, 2019 minutes as presented. Ayes: Troeger, McHugh, Rice, Anderson & Rhodes -Cantu Nays: None Motion passed The Board was presented with the electronic revisions to the following documents for their review: Agency's Admissions and Continued Occupancy Policy (ACOP), Dwelling Lease, Addendums, Revised 2017 — 2019 Annual Plans, 2020 Capital Plan and 5-Year Capital Action Plan for 2020-2024. Commissioner Rice moved and Commissioner McHugh seconded to approve Resolution 19-12 to adopt the revised Admissions and Continued Occupancy Policy (ACOP), Dwelling Lease, Addendums, Revised 2017 — 2019 Annual Plans, 2020 Capital Plan and 5-Year Capital Action Plan for 2020-2024. Ayes: Troeger, McHugh, Rice, Anderson & Rhodes -Cantu Nays: None Motion passed Item #5 - Consideration and approval of Resolution No. 19-13, to adopt the 2020 flat rent schedule. The Board was presented with the 2020 Flat Rent schedule which is based on the Fair Market Rent posted annually by HUD. Commissioner Rhodes -Cantu moved and Commissioner Anderson seconded to adopt Resolution No. 19-13 to adopt the 2020 Flat Rent Schedule. Ayes: Troeger, McHugh, Rice, Anderson & Rhodes -Cantu Nays: None Motion passed Item # 6 - Consideration and approval of Resolution No. 19-14 to approve the Executive Director to enter into an agreement with Covarrubias Construction to replace the water distribution system on Starr Place. The Board was presented with the scope of the work to replace the 2" water distribution system and the bids from the two companies that responded to the request for bid. Commissioner Rhodes -Cantu moved and Commissioner McHugh seconded to approve the Executive Director to enter into a contract with the lowest bidder Covarrubias Construction for the amount of $98,574 to replace the water distribution system on Starr Place. Ayes: Troeger, McHugh, Rice, Anderson & Rhodes -Cantu Nays: None Motion passed Item # 7 - Consideration and acceptance of Resolution No. 19-15 the year-to-date December 31, 2018 audited financial statements and take any necessary action. The Board was provided an electronic draft copy of the audit report, which there were no findings. The Executive Director informed the Board the draft is the final version of the audit report. Commissioner Rice suggested the Board vote to "receive" the audit report since they did not review the final audit report but the minutes needed to reflect the Board's review of the document. It was determined a resolution was not necessary. Commissioner Rice moved and Commissioner McHugh seconded the amended motion to receive the Fiscal Year 2019 Audit Report. Ayes: Troeger, McHugh, Rice, Anderson & Rhodes -Cantu Nays: None Motion passed ADJOURNMENT Commissioner McHugh moved and Commissioner Rhodes -Cantu seconded that the meeting be adjourned. Ayes: Troeger, McHugh, Rice, Anderson & Rhodes -Cantu Nays: None Motion passed. Meeting adjourned at 5:32 p.m. PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE GRAPEVINE HOUSING AUTHORITY ON THE 21st DAY OF NOVEMBER 2019. APPROVED: Lind t= Linda Troeger, Chair ATTEST: s / l� V e Everett Executive Director