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Home My WebLink About2020-04-23 Regular MeetingAGENDA GRAPEVINE HOUSING AUTHORITY BOARD of COMMISSIONERS MEETING THURSDA , APRIL 23, 2020 AT :30 P.M. TELECONFERENCE GRAPEVINE HOUSING AUTHORITY OFFICE 131 STARR PLACE, GRAPEVINE, TEXAS In accordance with Orders of the Office of the Governor of the State of Texas, the Grapevine Housing Authority will conduct the meeting scheduled at :30 pry on April 23, 2020 by teleconference in order to advance the public health goal of limiting face- to- face meetings (also called " social distancing") to slow the spread of the Coron viru C 1D- 19). Board Members may attend the meeting in person or by phone. There will be no pudic access to the Grapevine Housing Authority office. The meeting agenda and the agenda packet will be posted online at www. grarpevinetexas.go . The public tell -free dial -in number to participate in the telephonic meeting is 1-210- 6 - 09 . The audio conference PIN is 153 675 3 . The public will be permitted to offer public comments telephonically as provided by the agenda and as permitted by the presiding officer during the meeting. Starting at 3:00 pry on Wednesday, April 22, citizens can submit ar Citizen Appearance request form from the City' s website at https:www.grapevinetexas.gov/89/Agendas-Minutes. During the meeting, the names of those that have submitted a form will be called on to speak in the order the forms were received. The deadline to submit requests will be 3:00 pm on Thursday, April 23. A recording of the telephonic meeting will be made, and will be available to the public in accordance with the open Meetings Act upon written request. CALL TO ORDER: :3 .r . CITIZEN COMMENTS TS 1. Any person who is not scheduled on the agenda may address the Board of Commissioners under Citizen Comments or on any other agenda item by completing a Citizen Appearance bequest fora with the Executive Director. A member of the public may address the Board of Commissioners regarding an item on the agenda either before or during the Board's consideration of the item, upon being recognized by the Chair of the Board or upon the consent of the Board. In accordance with the Texas Open Meetings Act, the Board is restricted in discussing or taking action during Citizen Comments. REPORT OF THE EXECUTIVE DIRECTOR (INFORMATIONAL. ONLY) 2. Status of Grapevine Housing Authority A. Rent Delinquency and Information Sheet B. Capital Funds Report and Work in Progress C. Report of Public Housing Activity and Issues through April 20, 202 1 . Quarterly Investment Report for Quarter 1 2020 NEW BUSINESS 3. Consideration of the minutes from the February 27, 2020 meeting and take any necessary action. . Consideration and approval of Resolution No. 20- 3 to authorize the executive director to enter into a contract with Allen Cornell, CPA, fee accountant . Consideration and approval of Resolution olution No 20-04 to update the By -Laws of the Grapevine Housing Authority regarding hour often meetings are held. . Consideration and acceptance of the December 2019, January and February 2020 ,monthly financial statements and take necessary action. ADJOURNMENT In accordance with the Open Meeting Later, Texas Government Code, Chapter 551, 1 hereby certify that the above agenda was posted on the official boards at Grapevine City Hall, 20S Main Street and on the City's website on April 20, 2020 by 4:30 P.M. L )aAg. (f k" t 46ne.:tverett Executive Director State of Texas County of Tarrant City of Grapevine In accordance with the Orders of the Office of the Governor of the State of Texas, the Board of Commissioners of the Grapevine Housing Authority meeting was held by telephone. All Commissioners attended by telephone. Members of the public were invited to participate by telephone by a number posted on the agenda. The Board of Commissioners of the Grapevine Housing Authority met in Regular Session on this the 23rd day of April 2020 by telephone, 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 Greg Jordan CFO City of Grapevine Jane Everett Executive Director CALL TO ORDER Chairperson Troeger called the meeting to order at 4:30 p.m. Item #11. Citizen Comments Beginning at 100 p.m. on April 22, citizens were able to submit a citizen appearance request form on the City S website. Requests were received through 3-00 p.m. on April 23. No requests were received prior to the meeting. Chairperson Troeger allowed anyone on the phone to speak. There were no citizens on the phone. 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 April 20, 2020. The Executive Director updated the Board that 833 waiting list confirmation letters were mailed in February and 243 letters were returned by March 20, 2020. The remaining 502 letters will be mailed when COVID-19 stay-at-home orders are lifted. B. Capital Funds Report and Work in Progress The Executive Director reported to the Board on the current Capital Funds and corresponding projects. The 2017 Capital Fund money has been fully spent and now closed. The 2018 Capital Fund money has $3,330.70 remaining. And the Grapevine Housing Authority has been allocated $158,140 for 2020 but has not yet been received. C. Report of Public Housing Activity and Issues The water distribution system newly installed water line is complete. There were 2 change orders for $6,378 bringing the total cost of the water line $104,952. The Executive Director provided a COVID-19 update. White's Chapel United Methodist Church has been delivering groceries and hot meals to our residents. HUD has issued several waivers, but they put a burden on the smaller housing authorities. D. Quarterly Investment Rgport for Quarter 1 2020 The Executive Director presented the Quarterly Investment Report to the Board of Commissioners. KIPIA{ R1 1q1K1Rq.q Item #3 - Consideration of the minutes from the FebruaCy 27, 2020 meeting and take any necessa!y action. The Board was provided the minutes from the February 27, 2020 meeting for approval. Commissioner Rice moved and Commissioner Anderson seconded to accept the February 27, 2020 minutes as presented. Ayes: Troeger, McHugh, Rice, Anderson & Rhodes -Cantu Nays- None Motion passed Item #4 — Consideration and approval of Resolution No. 20-03 to authorize the executive director to enter into a contract with Allen Cornell, CPA, fee accountant The Board was presented with the engagement letter from Allen Cornell, CPA for the fiscal year 2020 for their review and approval. Commissioner Rice moved and Commissioner McHugh seconded to approve Resolution No. 20-03 to authorize the Executive Director to enter into a contract with Allen Cornell, CPA for fiscal year 2020. Ayes- Troeger, McHugh, Rice, Anderson & Rhodes -Cantu Nays: None Motion passed Item #5 - Consideration and approval of Resolution No 20-04 to update the B_-Laws of the Grapevine Housing Authority regarding.how often meetings are held. The Board was presented with the Grapevine Housing Authority's By -Laws. There was a discussion regarding concerns regarding changing the requirement for the Board to meet quarterly. The Board would like to revisit the topic at the next meeting. Commissioner Rhodes -Cantu moved and Commissioner McHugh seconded to approve Resolution 20-04 to update the By -Laws of the Grapevine Housing Authority regarding how often meetings are held. Ayes: Rhodes -Cantu Nays: Troeger, McHugh, Rice, & Anderson Motion did not pass Item #6 - Consideration and acceptance of the December 2019, January and Februa[y 2020 monthly financial statements and take necessa[y action. The Board was presented with electronic copies of the December 2019, January and February 2020 monthly financial statements. Commissioner Rice moved and Commissioner McHugh seconded to accept the December 2019, January and February 2020 monthly financial statements. Ayes: Troeger, McHugh, Rice, Anderson & Rhodes -Cantu Nays: one Motion passed ADJOURNMENT Commissioner Rice 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 5:03 p.m. PASSED AND APPROVED BY THE BOARD OF COMMISSIONERS OF THE GRAPEVINE HOUSING AUTHORITY ON THE 28TH DAY OF MAY 2020. rt ATTEST: a Everett Executive Director APPROVED, t trvt4. CX_Iry Linda Troeger, Chair