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MINUTES OF REGULAR MEETING OF THE
HOUSING AUTHORITY OF THE CITY OF
FAYETTEVILLE, ARKANSAS
September 20, 1967
A regular meeting of the Housing Authority of Fayetteville,
Arkansas, was held at 10:00 a.m. Wednesday, September 20,
1967,in the Director's Room, City Administration Building,
Fayetteville.
Members Present: L.L.Baxter
Ellis '.Shelton
Hal Dpuglas
J.W.Gould
Members Absent:
Others Present:
;None
Ora Belle Rollow
Hugh Kincaid
Gerald Fox
James A.Vizzier
Minutes of the August 16th meeting were read and approved
upon motion of Mr. Douglas, seconded. Motion carried.
The financial report was distributed,reviewed and approved
by motion of Mr. Gould, seconded by Mr. Douglas.Motion
carried.
.,The follow ing Resolution was introduced by the Chairman,
read in full by Mr. Kincaid:
RESOLUTION # 7
RESOLUTION AUTHORIZING THE EXECUTION•OF A SOCIAL SECURITY
AGREEMENT BETWEEN THE HOUSING AUTHORITY OF THE CITY OF
FAYETTEVILLE AND THE ARKANSAS STATE EMPLOYEES RETIREMENT
SYSTEM.
After discussion, Mr. Shelton moved that the resolution be
adopted, seconded by Mr. Douglas and the following vote was
recorded:
AYES: BAXTER, DOUGLAS, SHELTON, GOULD,
NAYES: NONE
The Chairman thereupon declared the motion carried and the
resolution adopted.
0
The following Resolution was introduced by the Chairman,read
• in full by Mr. Kincaid and considered:
RESOLUTION # 8
RESOLUTION ESTABLISHING METHODS OF ADMINISTRATION OF LOW -RENT
HOUSING UNDER TITLE VI OF THE CIVIL RIGHTS ACT OF 1964.
After discussion Mr. Shelton moved that the resolution be
adopted, seconded by Mr. Gould and the following vote was
recorded:
AYES: BAXTER, SHELTON,GOULD,DOUGLAS
NAYES: NONE
The following Resolution was introduced by the Chairman;
RESOLUTION # 9
RESOLUTION ACCEPTING THE PROPOSAL FOR APPRAISALS BY JAMES R.
SULLIVAN
BE IT RESOLVED BY THE HOUSING AUTHORITY OF THE CITY OF
FAYETTEVILLE, ARKANSAS, AS FOLLOWS:
• Section 1. The Chairman is hereby authorized and directed
to accept the proposal of Mr. Sullivan as appraiser in the name
of, and the Secretary is hereby directed to seal and attest the
same with the seal of the Housing Authority of the City of Fayetteville
Arkansas.
Mr.
Gould moved
that
the
resolution be
adopted,
seconded by
Mr.
Shelton and
the
vote
recorded:
AYES: BAXTER,GOULD,SHELTON,DOUGLAS
NAYES: NONE
The Chairman declared the resolution adopted.
The following Resolution was introduced by the Chairman,read
in full by Mr. Kincaidand discussed:
RESOLUTION # 10
APPROVAL OF CONDITIONS UNDER WHICH RELOCATION PAYMENTS
WILL BE MADE.Motion by Mr. Shelton that the resolution be
adopted,seconded by Mr. Gould and the following vote was
• recorded:
AYES: BAXTER, SHELTON, GPULD, DOUGLAS
NAYES: NONE
The chairman declared the resolution adopted.
The following resolution was introduced by the ehairman:
0
• The vacancy on the Board of Commissioners was discussed.
After a motion by Mr. Shelton, seconded by Mr_Dpuglas that
Mr. Carl Whilock be approved and invited to become a member
of the Board the following vote was recorded:
AYES: BAXTER, SHELTONp GOULD, DOUGLAS
NAPES: NONE
The Chairman declared the motion carried.
The Chairman as ked Mr. Kincai d to prepare a resolution
expressing grief at the death of Mr.J.E.Pomfret and
appreciation for his service to the Housing Authority.A
copy to be sent to the family.
Mrs. Rollow asked permission to attend a conference of
Housing Officials in Dallas/Fr.Worth on Sept 24-27 to
participate in a planning session for theCommunity Services
Committee of that organization.
• Mr. Shelton moved that this be allowed, seconded by Mr. Gould.
Motion carried.
There being no further business the meeting was adjourned
by the Chairman. bl
P) -P7
ATTEST: ` APPROVED:
ORA BELLE ROLLOW,SECRETARY L.L.BAXTER, CHAIRMAN.
0
I
RESOLUTION # 11
0
• "'A RESOLUTION ADOPTING A PROCUREMENT POLICY TO ESTABLISH
INTERNAL CONTROLS ON PURCHASES AND CONTRACTS
WHEREAS, the Housi ng Authority of the City of Fayetteville,
Arkansas hereby determines that there is a need for a pro-
curement pplicy to assure prudent purchasing, monetary savings,
gged public relations, and avoidance of allegations of favortism.
NOW,THEREFORE, BE IT RESOLVED BY THE COMMISSIONERS OF THE
HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE.* ARKANSAS:
Section 1: The statement of policy and procedure is
hereby approvedand annexed hereto as Exhibit "A".
Secti on 2: This resolution shall become effective
immediately.
PASSED AND APPROVED this.�2(.Z7day of Lt-4� 1967
ATTEST: APPROVED:
• ORA BELLE ROLLOW,SECRETARY
L.L.BAXTER, CHAIRMAN
The followiyng Resolution was introduced by the Chairman:
RESOLUTION # 12
RESOLUTION ADOPTING A POLICY FOR CAPITALIZATION OF PROPERTY
FOR FINANCIAL CONTROL PURPOSES,
BE IT RESOLVED BY. THE HOUSING AUTHORITY OF THE CITY OF
FAYETTEVILLE, ARKANSAS, AS FOLLOWS:
Section 1. The Policy for Capitalization of Property.;,
for financial control purposes is hereby approved.
Section 2. This resolution shall become effective
immediately.
ATTEST: APPROVED:
ORA BELLE ROLLOW, SECRETARY L.Bf3XTER, HAIRMAN
•
U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
HUD -53037A Budget Bureau No. 63-R1155
July 1967 Approval Expires 12-31-68
SUPPLEMENT 1 TO FORM HUD -53037
(FORMERLY PHA -3037, JANUARY 1965)
Following is a statement of the Local Authority's plan for selection of
applicants and assignment of dwelling units, in sufficient detail to in-
dicate consistency of the plan with HUD requirements in paragraph Id
of Exhibit 2 to Low -Rent Housing Manual Section 102, 11 (Insofar as
provisions of the Local Authority's adopted admission regulations are
relied upon in this statement, a copy may be attached, )
The foregoing statement was duly adopted by resolution of the board of
commissioners of the Local Authority, a certified copy of which is
attached,
Dated: September 20, 1967
HousingAuthority of the City of
Fayetteville_ Arkansas
(Name of Local Authority)
By:
_ ra
NOTE: If more space is needed for the statement, an additional page
should be attached,
220285-P HUD -Wash., D. C.
0 0
—L RESOLUTION N0, 7
A RESOLUTION AUTHORIZING THE EXECUTION OF A SOCIAL SECURITY
AGREEMENT BETWEEN THE HOUSING AUTHORITY OF THE CITY OF FAY-
ETTEVILLE AND THE ARKANSAS STATE EMPLOYEES RETIREMENT SYSTEM,
BE IT RESOLVED BY THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE,
ARKANSAS, AS FOLLOWS:
SECTION 1. The Agreement between the City of Fayetteville,
Arkansas, and the Arkansas State Employees Retirement System, is
hereby approved.
SECTION 2. The Chairman is hereby authorized and directed to
execute the Agreement in the name of, and the Secretary is hereby
directed to attest the Agreement and affix the seal of the Housing
Authority of the City of Fayetteville, Arkansas.
SECTION 3. The Housing Authority of the City of Fayetteville,
Arkansas, will be liable for the matching contributions due on wage
credits for our employees.
SECTION 4. The Housing Authority of the City of Fayetteville,
Arkansas, hereby authorizes the Executive Director of the Arkansas
State Employees Retirement System to administer the provisions of
the Amended Social Security Law to the employees of the Housing
Authority of the City of Fayetteville, Arkansas, effective retro-
active to August 1, 1967,
SECTION 5. The Housing Authority of the City of Fayetteville,
Arkansas, hereby designates the Executive Director of the Housing
Authority of the City of Fayetteville, Arkansas, to be responsible
for the filing of quarterly reports and remittances with the Arkan-
sas State Employees Retirement System. All remittances are to be
made payable to the Arkansas State Treasurer.
Passed this 20 day of Sept. 1967,
APPROVED:
a AdafrrrF
lia
ATTEST:
k.
to
bfflC4T—.2-S) OF THE MUTING OF THE
HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE* ARKANSAS
HELD ON THE CI0 DAY OF September 19 67
F
On the 20th ,day o$eptember atl0t00 o'clock A. m., the
Hoard of Cumissioners of the Huusing Autitoctty of the City
of Fayetteville, Arkansas
met in) Regular Session. The meeting vas called to order and on roll call
the following members of the body vere present:
MESSRS. BMTER.SHELTON,DOUGLAS,AND GOULD
(Commissioner Pomphret deceased)
ABSENT. *TONR
Also present were Tampa A V17.7iPr1 Fttigh Kincaid. and Gerald Fox.
and Ora Be al�o I
The o ere t the following Waiver and Consent be
spread upon the Minutes:
WAIVER OF NOTICE OF AND CONSENT TO SPECIAL MEETING
We, he dersigned, do hereby accept notice of this Spe
unmeeting,'
waiving%nand all irregularities in the service o notice and do
hereby t and agree that the
place at
19 , for the
To transact
, shall
m., on tye/
other business that may
at their regular meeting
day of I ,
before the meeting
There being a quorum present, the following,business was transacted:
The following Resolution vas introduced by Mr. Kincaid, Attorney
read in full and considered: Resolution # 8 - Ra.solu'tion esta'>lishing
r.•e 4hods of administration of log: -rani
RESOLUTION` ESTABLISHING METHODS OF ADMINISTRATION OF LOW -RENT
HOUSING UNDER TI TIE VI OF THE CIVIL RIGHTS ACT OF 1964
RESOLUTION N0. 9
' ' MOLUTION ESTABLISHING 10THODS OF ADMINISTRATION OF LOW. -RENT
HOUSING UNDER TITLE VI OF THE CIVIL RIGHTS ACT OF 1964
1- F
WHEREAS, it is deemed necessary to establish methods of administration
of the Housing Authority's low rent housing projects receiving Federal financial
assistance under the United States Housing Act,of 1937, as emended, in order
to fulfill the Housing Authority's responsibilities pursuant to Title VI of
the Civil Rights Act of 1964.
NOW, THEREFORE, BE IT RESOLVED BY ,THE BOARD OF CO*1ISSIONERS OF THE
HOUSING AUTHORITY OF THE CITY OF.ay�
AS FOLLOWS:,
The following methods of. administration) a copy of which will be conspicuously
posted in'all Authority facilitieswhich are open to the public, are hereby
adopted for use by theitM.ot "I
Housing Authority
pursuant to Title VI of the Civil R ghts Act of 9
1. This Authority does not discriminate on the grounds of race, color, creed,
or national origin in any phase of its operation: Further; there shall
be no intimidatory or retaliatory action by this Authority or its staff
against any applicant or tenant because of participation in civil rights
activities or for.having asserted any of his rights under the Civil Rights
Act, and' the regulations and requirements pursuant thereto.
2. Applications for housing *sill be accepted between the hours of g
and p_y. , the following days:
at the following ad6ress(es): 21 9. College #Fayet ev e. Ai an 9
3. Such location(s) of facilities for filing of applications for tenancy
and such circumstances for acceptance of applications will afford the
applicant the greatest opportunity of his rights under the tenant, selection.
and assignment plan adopted by the Local Authority. Applications filed
shall be dated, time -stamped, and (when applications are accepted at more
than one office) referred to a central tenant selection and assignment
office.
4. Each applicant shall be assigned his appropriate place- on a community -wide
basis in sequence based upon date and time his application is received,.
suitable type or size of unit, and factors affecting preference or priority
established by the Local Authority's regulations, which are not inconsistent
with. the objectives of Title VI of the Civil Rights Adt of 1,064 and the
-.1-•-Department of Housing and Urban Development regulations and requirements
pursuant thereto. Offers shall be made first in locations having the most
vacancies. Suitable vacancies arising at a given time at any location
shall be offered to the eligible applicant first in sequence at such time.
5, Our plan for the selection of tenants and their assignment to dwelling'
units is as follows: (Delete the plan your Authority does not wish to
adopt):
PLAN B (1) If there is a suitable vacant unit in more than one location,
the applicant shall be offered the unit at the location that
contains the largest number of vacancies. I£ the applicant
rejects the first vacancy offered, he shall be offered a
suitable unit at the location containing the next highest
number of vacancies. If the applicant rejects three such
offers, he shall be placed at the bottom of the eligible
list. The Local Authority shall make all such offers in
sequence and there must be a rejection of a prior offer
before the a--ry)licant may be offered another location.
• ' 2
(2) If there are only two locations at which suitable vacancies
exist, the applicant shall be offered a unit at that loca-
tion first ;:here the most vacancies exist. If the applicant
rejects the first vacancy offered, he shall be offered the
second and, if he rejects the second, his name shall be
moved to the bottom of the eligible list. The Local Authority
shall offer all such locations in sequence and there must
be a rejection of a prior offer before the applicant may
be offered another location.
(3) If there is only one location at which suitable vacancies
e;:ist, the applicant shall be offered a unit at that loca•
tion and if he rejects such offer, he shall be given a
second offer of a suitable vacancy as soon as one becomes
available. If he rejects the second offer, he shall be
moved to the bottom of the eligible applicant list.
6. Applicants may reject offers of vacancies without being moved from
their place on the eligible applicant's list in case of hardship or
handicap not related to considerations of race, color, or national
origin, as follows: (Delete if your Authority does not Hush to adopt)
A. If the applicant is willing to acce?t the unit offered but is unable
to move at the time of the offer and presents clear evidences of
his inability to move to the Local Authority's satisfaction, refusal
of the offer shall not count as one of the number of allowable
refusals permitted the applicant before _)lacing his name at the
bottom of the eligible a_-plicant list.
B. If an applicant presents to the satisfaction of the Local Authority
clear evidence that acceptance of a given offer of a suitable vacancy
dill result in undue hardship or handicap not related to considera
tions of race, color, or national origin, such as inaccessibility
to source of em�loyaent, children's day care center, and the like',
refusal of such offer shall not be counted as one of the number of
allowable refusals permitted an applicant before placinL his name
at the bottom of the eligible list.
7. In scattered site developments the Local Authority shall make reasonable
determinations of "locations" based on specific scatterization. Loca-
tions, or groupings, for such scattered sites are defined as follows:
NOT APPLICABLE
SII. The Local Authority shall maintain a record of the vacancies offered,
including location, date, and circumstances of each offer and each
rejection or acceptance.
9. Reassignment or transfers to other dwelling units: (Following is an
example of a plan an Authority may find suitable for inclusion as a
part of its resolution. It may, of course, be modified to reflect
local needs. A statement may also be included to indicate whether
transfers ta:ce priority over applications.)
Reassignments or transfers to other dwelling units will be
made without retard to race, color, or national origin as
follows: Tenants will not be transferred to a dwelling unit
of equal size either within a project or between projects,
except for alleviating hardships as determined by the Iucecutive
Director or his designee. Transfers within projects shall
be made to correct occupancy standards. Transfers between
projects shall be made for families requiring large size
units which do not exist within the project; i.e., tenant
requires five bedroom unit and lives in Project A which has
only one- to four-bedroom units. This tenant may, therefore,
be considered for a transfer to a project containing five•-
bedroo:u units.
10. This Authority will receive and process complaints from or on behalf
of any person who believes himself to be subject to discrimination by
this Authority or its staff, and will keep a record of each complaint,
including the date of the complaint, by whom made, investigation and
hearing (if any), and evaluation. The complainant will be furnished
a written notice of action ta:.en. The filing of a complaint with this
Authority will not prevent the subsequent filing of a complaint with
the Housing Assistance Administration Regional Office. Posted in all
project offices for public information and inspection is a copy of
the Housing Assistance Administration Complaint Procedure, Form HUD -53053
(formerly Form PHA -3053), to include the address of the Housing Assistance
Administration Regional Office.
11. This Authori-ty will -periodically review its practices to assure that
they are in conformity with its obligations under the regulations and
requirements of the Department of Housing and Urban Development,
11. This Authority will ma1:e quarterly reports to 'the Regional Office,
giving 'the number of complaints and all related data with regard to
such complaints, or reporting to the Regional Office that there have .
been no complaints (if a rplicable) for the quarter covered with regard
to complaints about discrimination.
4.
(Closing Minutes--IHA)
4 After discussion, Commissioner SHELTON moved that the
Resolution be adopted as introduced and read. The motion was seconded by
Commissioner DOUGLAS , and the following vote was recorded:
NAYS: NONE
�a
The Chairman thereupon declared the motion carried and the Resolution
adopted.
There being no further business to come before the meeting, Commissioner
GOULD moved that the meeting adjourn, which motion was duly
seconded by Commissioner DOUGLAS and carried by unanimous vote.
The Chairman thereupon declared the meeting adjourned.
rman i
ORA BELLE ROLLOW
Secretary
C E R T I F I C A T E
i
i
I, ORA BELLE ROLLOW , the duly appointed, quali'fied'and acting
Secretary of the Housing Authority ofd CITY OE' FAYETTEVILLEt ARKANSAS
do hereby certify that the attached Extract from the Minutes of the regular
meeting of the Commissioners of said Authority, held on So�lGfibGi 20. 1967 ,
is a true and correct copy of the original Minutes of said meeting on file and of
record insofar as said original minutes relate to the matters set forth in said
attached Extract, and I do further certify that each Resolution appearing in said
attached Extract is a true and correct copy of the same Resolution adopted at said
meeting and on file and of record.
IN,TESTIMONY WHEREOF, I have hereunto set my hand and the Seal of said
Authority this 20 th day of ieptember '
(SEAL)
Y
3t I: _'.SMIOTEK69TSE WE.TZNEOF THE
HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS.
HELD ON • THE 20 tbPAY OF September 19 67
On the 20th day of September at 10100 o'clock A, m., the
Hoard of Commissioners of the Housing Authority of the City
of Fayetteville, Arkansas
met in Regular Session. The meeting was called to order and on roll call
the following members of the body were present:
MESSRS. BAXTERa SHELTONs GOULDs DOUGLAS (VACANCY)
ABSENT. NONE
Also present were HUGH KINCAID,ORA BELLE ROLLOSP, JAMES VIZZIER.GERALD FOC
The ordered that the following Waiver and Co)3tent be
spread upon the Minutes:
• OF NOTICE OF
0
We, the orders ned, do hereby accept notice of this tial meetings
waiving any and a irregularities in the service f notice and do
hereby consent and ag that the
shall et at their regular meeting
place at o'clock M. on th day of ,
19 , for the following purposes•
To transact anyi6ther business that may came before tk meeting.
There being a quoruo present, the following business was transacted:
\The following Resolution was introduced by Mr. KINCAID ,
read in full and considered: RESOLUTION, NO* 10 3
RESOLUTION APPROVING CONDITIONS UNDER WHICH RELOCATION
SPILL BE MADE
•
I.•
PCS -32 (4/67) J `y
RESOLUTION NO.10
RESOLUTION APPROVING CONDITIONS UNDER WHICH RELOCATION PAYMENTS WILL BE MADE
WHEREAS, the rules and regulations prescribed by the Federal Government `
pursuant to Title'
require that the conditions under which the (101ousing,>.,
,Ae,tfloZ].'.ty� of the T -City -of Fayettevdllenake Relocation Payments in connection
with the (2) ARK 797-1 Low—Rent Housing Project contemplated by the appli-
cation and the Schedule of Average -Annual Gross Rentals for Standard Housing in
Locality to be used for determining the amounts of Relocation Adjustment'Payments
to be made, in. connection with the (2)ARK 97-1,1Aw Rent Housing .Pr'ojact
contemplated:by the Application,.the Fixed Relocation Payments Schedule bye
formally approved by.the; Governing Body of the`.(1jlousing,Authority oP\the City
of Fayetteville, Alkana — ..--\+
are as p geme to this meeting of the Governing Body of the
HGAWSAu � i` y s Llle `�itY�gihj lffi i,= abonth%d 4! fwval a set,
(L�f Favettev e, Ar ansae u., =1LY _ dd
of conditions under, which the � of., Fayetteville, Arkansas ill make .
Relocation.Payments, and a.Schedule.of Average Annual Gross Rentals for Standard +
,;Housing in Locality,dated e , 19 67, and a Fixed Relocation�9
Payments Schedule dated ` Sep er . 0 , 19 67 for the (2) AR_ R, 97r1y,
LOw—Rent Housing Project contemplated by the application- and
, Housing Authori, ty of the City
WHEREAS, the conditions under which the (1)of Fayetteville, Arkansas
wiLl•make,Relocation'Payments and the. Schedule of Average Annual Gross Rentals
for Standard Housing in Locality and the Fixed Relocation Payments,Schedule were
reviewed and,considered at the meeting:
NOW THER E B IT RE OLVED BY THE GOVERNING BODY OF THE (1). Housing
Authority o he C ty:of Fayetteville, Arkansas:
1. That %of1AA4iiftfi6A!nranaae .VfrL%jrcfiPo8fng and Urban Development
under which the (L)PaM,;tto..Jlle� YY will make Relocation
Payments are hereby in all respects approved..
2. That ;the Schedule of Average.Annual Gross Rentals for Standard Housing
in Locality attached hereto as Exhibit "A" is hereby in all respects approved.
3. That the Fixed Relocation Payments Schedule attached hereto, as.
Exhibit "B" is hereby in all respects approved.
4. That the MMCUTIVE DIRECTOR is hereby authorized and
(Title. of Officer)
,
directed to approve all claims for Relocation Payments.
(1) Insert name of City or sponsoring agency
(2) Insert name of Project
•
N'
(Closing Minutes --LRA)
After discussion, Commissioner DOUGLAS. moved that the
Resolution be adopted as introduced and read. .The motion was seconded by
Commissioner '.SHELTON , and the following vote .was recorded:
AYES:
NAYS:
The
adopted*
Chairman thereupon declared the lotion carried and the Resolution
N iF A i1 IF •
a
There being no further business to come before the meeting, Commissioner
SHELTON moved that the meeting adjourn, which motion was duly
seconded by Commissioner DOUGLAS and carried by unanimous vote.
The Chairman thereupon declared the meeting adjourned•
C E R T I F I C A T E
I, ORA HELLS R0LLOW , the duly appointed, qualified and acting
Secretary of the Rousing Authority of the City of Fayetteville, Arkansas
do hereby certify that the attached Extract from the Minutes of the REGULAR
meeting of the Commissioners of said Authority, held on Sentembnr 2n. 1967 ,
is a true and correct copy of the original Minutes of said meeting on file and of
ti
record insofar as said original minutes relate to the matters set forth in said
attached Extract, and I do further certify that each Resolution apps aring-iin said
attached Extract is a true and correct copy of the same Resolution adopted at said
meeting and on file and of record* '
IN TESTIMONY WHEREOF, I have hereunto set my hand and the Seal of said
Authority this 20 th day of September , 19�•
Secretary
a
RESOLUTION NO.11.
PROCUREMENT POLICY $ PROCEDURE
�e JV
All purchasing of property, materials and supplies for the Housing
Authority for any use shall be done by. the Executive Director.
Purchases exceeding Ten Dollars ($1.0.00) shall be made only by purchase
order or contract.. No other. employee or supervisor shall buy anything
for any purpose,._except in non -business hours emergencies which involve
the safety or protection of the employees or the property ;of the Housing
Authority.
.2. Purchases and contracts for. equipment, materials, supplies, ;or services,
.except. for personal services, shall be made in the, following manner:
(a) Purchases in amounts not to. exceed $10.00 may be made from the
Petty Cash Fund; and
(b) Purchases and contracts, not.to. exceed'$150.00,. shall be made in
the open market after such inquiry as may be necessary to insure
that the price obtained is .the most advantageous to the Housing
Authority; and
(c) Purchases and contracts .from '$150.00..to $1,000.00.shall. be made
after oral solicitation, by telephone, or in writing from at least
three suppliers, .if so many be available in the locality; and a
tabulation of quotations received shall be kept on file; and
(d) Purchases and contracts in excess of $1,O,OO.00.shall be made only
after advertisement in at .least one newspaper of general circulation
a sufficient time in advance to allow, for the receipt of proposals
and a tabulation of bids received shall be kept on file.fAzm.
•v
(e) A the di retion f the Execu ve Dir for letters may be rit en
est 1ishin open a ount with oca. ms and urch e or rs
shal e writ en at t en of eai)h month confirm g a deli eves.
For purchases and contracts specified in "c" and "d" above, lack of compe-
tition is permissible only when an emergency. exists which permits no delay
because of the possibility of injury or death, or destruction of property,
or when only one source of supply is available and the official making the
purchase or contract shall so certify. If a contract award or purchase is
made without competition, .a.statement justifying the lack of competition
shall be made to the Executive Director.
With respect to the purchases and contracts specified in "c" above, .the
responsible official shall make a purchase, form, or award a contract to,
the lowest responsible bidder as to price who* meets the requirements, .ex-
cept that .the award may be made.to a responsible bidder other than the low
bidder when such award will result in ultimate.economy by reason of lower
operating and maintenance costs. If such is the case, an explanatory state-
ment shall be made by the Executive Director. If a purchase or contract
nvolving an amount in excess of $1,000.00 is to.be awarded to other than
,
the low bidder, prior to award a full report of the proposed action shall
be made to the Board of Commissioners and its approval secured. All papers
supporting the award and purchase shall be attached to the voucher.
procurement Policy & Procedure; -.continued
Page II
3. Although the Housing Authority prefers to. do.business locally when
possible, purchases may be made under Housing Assistance Administration
consolidated supply. contracts withoug solicitation of bids when these
contracts are practical,. economical, o.ffer.trustwor.thy.brand name mer-
chandise, ,and service and parts. can be.obtairml locally. Items of un-
certain or unproven quality should not :be purchased from such consolidated
supply. contracts.
T e prove 'ons of his poli may b Chang d by .he Exe tive Dir ctor
to eet:cur nt nee and co ditions risen\31
th' the usin Au o ity.
Chan s may n t be ma e, hone r,'in e doam unts se . for h he *n
without a.reso tion b the Bo dof Co isers:
•
19
RESOLUTION NO. 12
POLICY FOR CAPITALIZATION OF PROPERTY
FOR FINANCIAL CONTROL PURPOSES
WHEREAS Local Authorities are required to establish a policy for
the capitalization of property. for financial control purposes;
and
WHEREAS all property.purchased or constructed from funds borrowed
or donated for the development of a project and all property
donated for the. development of a project shall.be treated as
capitalized property:for the purposes of establishiig the Property
Ledger at .the End of the Initial Operating Period; and
WHEREAS the cost of equipment.purchased;from operating receipts
shall be recorded as expendable equipment chargeable to main-
tenance expense or as unexpendable equipment :chargeable as a
capital expenditure in accordance with the Local Authority's
established policy,.
NOW THEREFORE BE IT RESOLVED that all items of equipment which
v cost more than $25.00 and have a useful life of more than one
• year shall be considered "nonexpendable" and .be capitalized for
budgetary and, financial control purposes, ,and that .the criteria
for the capitalization of expenditures as Property. Betterments
and/or. Additions shall .be in accord with HAA policy set. forth in
the description of Account -.7540,.: Property. Betterments. and
'Additions in Section.A3.9 of the HAA Accounting Manual.
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