HomeMy WebLinkAbout2003-03-19 - Minutes - Archive•
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MINUTES OF THE REGULAR MEETING OF THE HOUSING AUTHORITY OF
THE CITY OF FAYETTEVILLE, ARKANSAS
The Housing Authority of the City of Fayetteville, Arkansas met in Regular Session at
8:00 a.m., Wednesday March 19th, 2003 in the office of the Authority #1 North School
Ave., Fayetteville, Arkansas.
Gary Garton, Chairperson, called the meeting to order.
Commissioners Present: Garton, Watson, Clinehens, Bolin, Richardson
Commissioners Absent: None
Others Present:
Fredia Sawin, Jesse Westover (with HUD Little Rock
Office), John Munday (with HUD Little Rock Office),
Emily Williams (Homeless Liaison with the Fayetteville
Public Schools)
The Minutes of the February 19th, 2003 Regular Meeting were approved by motion,
seconded and carried unanimously.
The February, 2003 Financial Statement was approved by motion, seconded and carried
unanimously.
Ms. Bolin announced to the board that she and Mr. Garton, as a task group, had reviewed
the policies and procedures for application taking, in response to the proposal by the
Housing Coalition. The plan is to expedite the application process and to make the
process easier and more inviting. In reviewing the HUD guidelines, there is a way to
have someone apply through a pre -application process and eliminate some of the present
steps.
Mr. Garton pointed out to the board that the pre -application, as he has read and
understands it, would only help those Housing Authorities who have a long waiting list
and not a short one as is the case with our Public Housing program.
Ms. Sawin handed out papers to the board which explained step by step the process taken
when a pre -application process is in effect. The pre -application process in my opinion
would not make it easier but would add to the current process making the applicants
come into our office twice. Once to hand in the pre -application and another time to be
pre -qualified and sign necessary papers for the file.
Ms. Williams reiterated to the board that she could eliminate the process to sign the
necessary paper work, if the Housing Authority board would allow this. It would save
time and help the process move along faster.
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Ms. Sawin responded that there is still need to verify employment, get the landlord and
character references and sign the criminal background check form and the citizenship
status form. These are forms that we need signed in our office under our control.
Ms. Williams asked if it would be possible to have a notary public sign to verify the
applicant's signature on these forms. We also make sure all the other paper work is done
to expedite the process.
Mr. Westover and Mr. Munday were invited to share their expertise to this matter. Mr.
Westover and Mr. Munday both agreed that the pre -application process is a great idea.
This would allow someone besides the applicant to bring in this pre -application, however,
at some point and time the Housing Authority must see this person face to face when
their name comes up to the top of the waiting list to pre -qualify them to be housed. They
also agree with Ms. Sawin as to the fact that there would also be a four to six week wait
to get housed in order to allow the Housing Authority to receive the necessary papers to
qualify this person for housing. Mr. Munday also stated that the notary public idea from
Ms. Williams could be used as long as the board approves this procedure and understands
the risks involved from a legal stand point.
After further discussion and further confusion on this matter, the board and the HUD
visitors agreed that there needed to be more research and talk conceming this pre -
application. No decision was made at this time but would be re-visted at a later date
when more time and discussion can be spent on it.
At this point Mr. Westover and Mr. Munday started the reason for their visit which is to
conduct board training. Below is a brief summary as to what was discussed.
The State will become partners with HUD for Housing Authority income verification at
move -in, interim and recertification times. This is very close to happening.
Under the Arkansas State Housing Act, there is to be five board members (No more —no
less). The Board is not to do the day to day operations of the Housing Authority, their
job is to set the Housing Authority policies and to hire and fire the Executive Director.
The Executive Director is not a voting board member but is the secretary of the board.
Every board member should be presented with a copy of the by laws, the adopted rules
and procedures and policies governing the Housing Authority.
When adopting policies, remember you have to comply with all federal regulations set by
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Follow the State laws with regards to the procurement policy. Any jobs costing under
$2500 need not be bided out. Any jobs from $5000 to $20,000 must be bided out
according to the state procurement laws.
Housing Authority boards are an entity of an independent body of the State of Arkansas
such as a Levy board, meaning they are a free standing cooperation. They are funded by
an Annual Contributions Contract.
We recommend that you have a good relationship with your City and City Council.
Commissioners must live within 15 miles of the area of operations of the Housing
Authority which they govern. If they have a dual board (which is sometimes the case
where a Housing Authority has programs covering both the city and the county) then the
15 mile radius starts at the county line.
The creation of a Housing Authority board first starts from an organizational transcript
set up by the City Mayor or County Judge. Five board members are elected. One board
member's term expires each year and each board members term last for a five year
period. Board members can be re-elected at the end of their five year term or go off and
another board member is elected in their place.
Law provides that the City Mayor and City Council can confirm each new elected board
of commissioner. If a new board member is not elected, the Mayor and City Council can
appoint someone to fill the opening after forty five days.
It is the job of the board to hire and fire the Executive Director who will handle the day to
day operations of the Housing Authority. The other personnel can be hired and fired by
the Executive Director.
Each year at the January meeting, a chairman and vice chairman is elected to serve a term
of one year. There is no limitation as to how long a person can serve as Chairman or
Vice chairman or as a board member.
At every meeting, there must be at least three board members to make a quorum, to vote
on agenda items. No quorum, no meeting.
Arkansas law provides that the City Council can remove a board commissioner for
malfeasance or misconduct.
We recommend that you adopt a policy to re-evaluate your Executive Director each year
and develop some form of standards.
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We recommend that you review your current policies, including the personnel policy, at
least every five years or annually if you prefer.
The personnel policies should cover such items as drug testing, leave without pay, travel,
termination, how much annual leave and sick leave an employee will receive. Personnel
policies should give an employee a right to appeal an action. Due Process is a good idea
for all Housing Authority employees.
A board commissioner has immunity against law suits (civil suits) as long as you are
performing Housing Authority duties.
We recommend that you have a Physical Needs Assessment performed on each one of
your public housing units. This cost is usually at $50 per unit. But it is worth the money
when you can see what areas need to be addressed in the capital grant future funds. You
can get this done through an engineering firm. Refer to the Modernization Standards
handbook #74.52.
We recommend that you have a Management Needs Assessment done. Make sure the
staff is trained and there is adequate space and enough staff for the number of units
serviced.
Remember that 90 days before your fiscal year is up, you will present to HUD your one
year consolidated and your five year plans. Your fiscal year is up on September 30th each
year.
You as a board determine the Housing Authority staffing, the programs to be handled by
the Housing Authority and the submission for new programs.
Look into getting more programs like Family Self -Sufficiency, Homeownership,
Revenue Bonds, Modernization programs and possibly buying lots to build homes to sell
to tenants. Always keep up to date on what programs are available to apply for.
Check into maybe buying vehicles, maintenance supplies, office supplies and many other
items through the local State or City wholesale contracts. These contracts are tax exempt
and available to government agencies. The City of Fayetteville has fleet rates for
vehicles, gasoline and vehicle maintenance. Enter into an agreement with the City for
this contract. This will help the Housing Authority to avoid advertising for bids on these
items.
Housing Authority funding comes from subsidy through HUD for Public Housing and
Section 8 programs and income from Public Housing collected rents.
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Lindsey and Company sends monthly blue book financial statements to each Housing
Authority, which they provide fee accounting to. These reports are very informative.
David Land with Lindsey and Company will be glad to come to your meeting and explain
all about these reports so that you can better understand what to look at and keep up to
date on the financial status of this Housing Authority.
The PHAS reports to HUD are very important. These reports tell us at HUD how your
Housing Authority is doing as far as the physical, management and financial aspect. A
maximum of 100 points is possible. Housing Authorities are assessed by these points to
be a high performer, standard performer or a troubled agency. These points are obtained
from the annual Resident Survey, the REAC inspections (conducted annually), the audit,
and the unit turnaround along with the work order system (i.e. emergency and non-
emergency). When all four pieces are put together this forms the score. The board
certifies the submission of this report to HUD.
Partner shipping with the City gives points to the PHAS. It is a good idea to look at the
city annual plans to see how the Housing Authority fits into this strategy.
Need to get with Yolanda Fields with the City of Fayett ville and obtain a facilitator to
set up meetings to be able to apply for different programs nd what programs to apply
for.
The Housing Authority receives a yearly stipend fee at $25.00 per tenant that can be used
in many different ways. You will need to get the regulations on how to use this money.
It will help in getting your resident meetings going by providing funds to pay for projects
and for other needed expenses in accordance with resident's involvement.
Jesse Westover and John Munday are always available to call or send e-mail. The phone
number to call for Jesse is 501-324-5933 Extension # 3530.
There being no further business, the meeting was adjourned.
ATTEST:
SECRETARY
THE HOUSING AUTHORITY OF THE
CITY OF FAYETTEVILLE, ARKANSAS