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HomeMy WebLinkAbout2024-08-22 - Minutes - (2)Meeting Minutes BOARD OF COMMISSIONERS MONTHLY SESSION – AUGUST 22, 2024, 5:00 PM I. Call to Order The Fayetteville Housing Authority Board of Commissioners Agenda Session was called to order on Thursday, January 11, 2024 at 5pm via Zoom II. Roll Call All Commissioners were present, forming full quorum. Also present were Executive Director Tapley, members of FHA staff, and members of the public. III. Approval of the Agenda Unanimously approved as presented. IV. Consent Agenda Unanimously approved as presented. V. Reports A. FHA Chair Report - Board Chair Terry and Executive Director Tapley have been in conversations with HUD regarding upcoming resolutions. The HARK program is hosting a talk regarding housing issues and development- she will forward that invite to the Commissioners. B. Staff Reports – Executive Director Tapley gave program reports for all properties and programs. Resident Commissioner Humphrey asked for a follow-up regarding maintenance staff leaving notice after entering resident units. Executive Director Tapley noted that they leave notes on a visible surface after entering a resident unit. She continued her report on voucher programs and finances with staff are working on reconciling them. She is working on completing the process to receive the funding from the safety and security grant. The office is also working on an emergency bedbug issue at Hillcrest Towers, finding the most effective and efficient method of eradicating them. Commissioner Moore asked about resident educational materials and Executive Director Tapley agreed it was a good idea. VI. Old Business A. Morgan Manor Playground Project Executive Director Tapley requested this project to be tabled due to issues with Morgan Manor funding. Chair Terry asked if there was a way to continue looking at quotes and revisit the option next month. Executive Director Tapley noted that while HUD provided a 30-day deadline for the Corrective Action Plan, the actual work to come into compliance will take longer than that and incur additional costs, such as for the required forensic audit. Meeting Minutes BOARD OF COMMISSIONERS MONTHLY SESSION – AUGUST 22, 2024, 5:00 PM B. Lewis Plaza Community Center Executive Director Tapley will be regathering quotes to investigate rehabbing the community center or whether it will require demolition. There was discussion regarding a community partner that had grant funding for the community center. C. Willow Heights Mini-splits The project has begun with maintenance staff supervising and contractors doing abatement and installation. VII. New Business A. Resolution 1316: Approving 2024 Utility Allowance PH Executive Director Tapley reviewed the policy regarding utility allowance schedules for the FHA housing programs. The resolution was unanimously approved as presented. B. Resolution 1317: Approving 2024 Utility Allowance HCV Unanimously approved as presented C. Resolution 1318: Approving 2024 Utility Allowance MM Unanimously approved as presented D. Resolution 1319: Approving 2023 FHA Annual Audit Executive Director Tapley noted that the team has been working on rectifying issues for the next audit. The resolution was unanimously approved as presented. E. Resolution 1320: Approving decision to rescind MTW program Due to issues of compliance, HUD had recommended rescinding the MTW status and Executive Director Tapley agreed. The resolution was unanimously approved as presented. F. Resolution 1321: Approving Check signers Executive Director Tapley reviewed the current check signing process and policy, and recommended keeping Director of Programs West as an authorized signer until the internal control policy and corresponding resolution is approved, as suggested by Board discussion. The resolution was unanimously approved as amended. G. Discussion: In-person meetings Resident Commissioner Humphrey opened discussion by talking about issues residents feel regarding communication with staff, and wanted to follow up on the possibility of physical meetings. Chair Terry noted that having meetings via Zoom has made it more accessible for the public. Commissioner Moore suggested a hybrid approach with biannual or quarterly in-person meetings while retaining Zoom accessibility. Both Commissioners Cole and Woods supported that suggestion. Executive Director Tapley noted that there haven’t been any Meeting Minutes BOARD OF COMMISSIONERS MONTHLY SESSION – AUGUST 22, 2024, 5:00 PM comments to the office from residents regarding communication, and noted that she is very aware of illness and pest control issues that could spread through in-person meetings. Resident Commissioner Humphrey stated that the Hillcrest Resident Council has not had FHA staff attend after former Executive Director Sherburne had come into the position and that she is acting as a buffer for residents who are not feeling heard. Chair Terry requested that the office reinstate a staff member to attend the meetings on a monthly basis. Director of Programs West clarified the role of the Hillcrest Resident Council and the current complaints process. Board Chair Terry recommended Community Engagement Specialist Finch for attending the meetings. Resident Commissioner Humphrey noted that residents are not getting a response and want to see a staff person rather than her at the meetings. Executive Director Tapley explained that there have been previous issues of staff harassment from residents and other issues. She also wants to ensure compliance with Fair Housing policies regarding resident treatment. The discussion regarding staff attendance of Hillcrest Towers Resident Council meetings was tabled for next month’s agenda. Commissioner Moore proposed having an in-person meeting in November, making a motion to move the monthly meeting to November 21st (third Thursday) as an in-person meeting with location pending, and recorded for public awareness. The motion was seconded and unanimously approved. H. Review: HUD Compliance Review Executive Director Tapley reviewed the result from the HUD Compliance Review and noted the 30-day deadline to come up with an action plan to submit to HUD. The staff has already begun work to address the issues. The review requires a forensic audit going back to 2017 which will need to go out for bid. There was further discussion regarding some specific review notes. Resident Commissioner Humphrey asked about financing the audit and Executive Director Tapley stated that there is money in reserves that could be used. There was further discussion regarding Board bylaws and items related to FHA Development. Meeting Minutes BOARD OF COMMISSIONERS MONTHLY SESSION – AUGUST 22, 2024, 5:00 PM I. Executive Director Job Queue Commissioner Moore motioned to shut down the job search until the HUD compliance review has been fully addressed. The motion was seconded and unanimously approved. J. Resolution 1322: Approve new IGA with Harrison Housing Authority There was discussion regarding how long a forensic audit would take. Chair Terry expressed discomfort with an automatic contract renewal after a year. Resident Commissioner Moore suggested having a review as to whether to renew the contract after a year. Executive Director Tapley explained that it will most likely take more than a year to fix all the compliance issues. Chair Terry asked if Attorney Crouch has reviewed the contract. There was a motion to approve the IGA as proposed with the caveat that Interim Executive Director Tapley is authorized to drop ‘interim’ and that the agreement is sent to Attorney Crouch, with any issues to be revised at the September meeting. The motion was seconded and unanimously approved. VIII. Adjournment: The meeting was adjourned at 7:09 pm.