HomeMy WebLinkAbout2003-04-16 - 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 April 16th, 2003 in the office of the Authority #I 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:
Bromo Wilson, Fredia Sawin, Randy Hoeschen (Ledford
Engineering & Planning LLC) and Bruce Johanson
(Johanson Consulting, Inc.)
The Minutes of the March 19th, 2003 Regular Meeting were approved by motion,
seconded and carried unanimously.
The March, 2003 Financial Statement was approved by motion, seconded and carried
unanimously.
RESOLUTION ACCEPTING THE FINANCIAL AUDIT STATEMENTS FOR FISCAL
YEAR ENDING SEPTEMBER 30, 2002. Resolution No. 681 was approved by motion,
seconded, and carried unanimously.
Bromo explained to the board that the Fayetteville Housing Authority charges off
delinquent accounts twice per year and turns them over to the Credit Bureau for
collection: This delinquent account charge off of $12,594 is considerably less from last
year's amount of $19,000 in September, 2002 and $26,000 in Mach, 2002.
Fredia acknowledged that the reason for this improvement is due to the turnover rate
being Tess compared to last year. Mr. Garton questioned one of the delinquent amounts
of $2,526 and how a tenant could get to the point of owing this much rent and damages.
Ms Sawin answered that the tenant, under question, was back charged for unreported
income of over $1,000 and heti monthly rent went to the Flat amount of $464.00 per
month, which she did not pay the last two months she lived in the unit.
Ms. Richardson asked as to the time limit that the tenant has before their rent amount is
adjusted when they do report a change. Ms. Sawin relayed that this time limit is two
months.
• Page 2 April 16, 2003
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RESOLUTION TO CHARGE OFF DELINQUENT ACCOUNTS OF FORMER
TENANTS FOR PERIOD 10/1/02 — 03/31/03. Resolution No. 682 was approved by
motion, seconded, and carried unanimously.
RESOLUTION AUTHORIZING THE AWARD OF CONTRACT FOR CAPITAL
FUNDS PROGRAM WORK FOR THE YEAR OF 2002 PROJECT AR097001. Mr.
Randy Hoeschen with Ledford Engineering & Planning LLC gave brief description of
what this contract covers. Window security screens for the south side of Hillcrest
Towers, new windows for Willow Heights and cleaning of the heating system for
Hillcrest Towers. This contract is for $188,000 which means we are currently under
budget by approximately $40,000. After further discussion, Resolution No. 683 was
approved by motion, seconded, and carried unanimously.
Mr. Hoeschen further described the upcoming proposed distribution of the Capital Funds
for the next five years according to the PHA plan. This plan will be voted on at the next
meeting. Mr. Hoeschen explained that a physical needs assessment is done on each site
to acquire what items are most important and covered in the five year plan. The
Fayetteville Housing Authority receives around $308,000 under the Capital Funds grant
annually. The 2003 funds will be proposed to update the plumbing for Willow Heights
and Morgan Manor, installation of Playground equipment for Willow Heights and
Morgan Manor, range and refrigerators, and a tractor for maintenance. The 2004 funds
will be proposed to replace water lines for Willow Heights and Lewis Plaza. The 2005
funds will be proposed to replace the sidewalks at Morgan Manor and for any
development which may need it. The 2006 and 2007 funds will be proposed to replace
the siding at Lewis Plaza and Willow Heights with the new cement board siding. None
of these proposals are set in stone; some items can be changed or moved up according to
the needs. This plan is redone each year and submitted to HUD. All commissioners will
receive a copy of this proposed five year plan to review before the next meeting. Tenants
are allowed input as to the five year plan for the Capital Funds. They recently voiced
their concerns at the annual meeting which was held on April l51h, 2003. Most of the
items they requested can be covered under operating funds i.e. the Library floor tile. This
Agency plan has to be submitted to HUD no later than July 18`h, 2003. Mr. Wilson
would like to get it in by June 1, 2003.
Ms. Watson mentioned to Mr. Hoeschen that one tenant brought up the fact that some of
the top front windows are haitl to open and would like to have these replaced. Mr.
Wilson replied that this problem can be reported to maintenance to see if a repair is
needed or raise the window for the tenant. Mr. Hoeschen acknowledged that he is total
attuned to the Housing Authority. We can put in the plan what is needed i.e. changing
the front south windows for the High Rise. There was also mention that some of these
windows have a white cloudy look to them where the seal has broken on the double pane
and allowed air to come in. Mr. Hoeschen agreed to take a look a these windows to see
what can be done. The approximate cost to do the north windows was $20,000.
• PAGE.S03 April 4, 2003
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Ms. Bolin questioned Ms. Sawin as to whether she established some quotes on physical
needs assessment and the office management assessment for the board. Ms. Sawin
concluded that she called Mr. Hoeschen (our current capital funds, annual and five year
plan engineer consultant) to ask what is entailed to accomplish the individual unit
assessment and ask that he talk on this subject . Ms. Sawin also relayed that Nan McKay
was called for the office management assessment. Nan McKay would have knowledge of
how the rent is figured as per our rules and regulations. The phone quote was for around
$25,000 but they would need a formal letter to state specifically what assessment is
needed before they could give a precise estimate. Ms Sawin also called Mr. Garton to
see if he had any ideas. Mr. Garton contacted a consultant firm which will be at this
meeting today to discuss what can be done for the office assessment.
Mr. Hoeschen reported to the board that he has been doing an annual physical needs
assessment for twenty five percent of the Public Housing units to establish the capital
funds distribution. In 1994 a physical needs assessment was completed which was very
intensive with a spread sheet that covered up to thirty years of possible improvements to
be made. We are currently working off of this needs assessment. To do another one is
certainly possible. To look at every unit is something we do but will be very costly to the
Housing Authority. To give you a figure, we would need to set down and conference as
to the exact money amount. The twenty five percent assessments give a good idea for
what the needs are.
Mr. Wilson made mention that the Housing Authority replaces carpet, drapes, tile and
cabinets as needed in each apartment.
Ms. Bolin returned that her understanding, from speaking with a representative from
HUD, the process of doing the assessment is to look at the whole renovation picture.
You may need to think bigger than replacing things. Buildings may need to be replaced
or build nbw ones. There are a number of funding opportunities available to the Housing
Authority. We need to look ahead five to ten years and make sure that putting money
into refurbishing these units is worth it. Replacement may be the better choice.
Mr. Wilson replied that there are no funds available to build anymore Public Housing.
The Hope project was not renewed due no available funding.
Mr. Wilson gave an update as to the Housing Authority's current standing with HUD.
The PHAS (Public Housing Assessment Score) score for last year was 85. This year's
score has been brought up to 89. We were not inspected by REAC this year because we
did so well last year on our public housing inspections. The Section 8 Rental Assistance
program is completely full. The Public Housing is 94 percent full, which is up from 92
percent last year at this time. These scores tell us that we are doing better than last year.
Page 3 q April 16, 2003
Mr. Wilson reported that Park Lake apartments have decided to opt out of their current
contract for 19 Section 8 Vouchers. Our Housing Authority has agreed to take these
vouchers into our program. This will happen sometime at the end of July or the first of
August 2003. The Housing Authority must first offer these vouchers to the current
tenants at Park Lake but if they decide not to move, the voucher comes back to the
Housing Authority to be used by someone on our current waiting list.
Mr. Garton announced that Mr. Clinehens has turned in a letter resigning as a
commissioner of the Housing Authority Board. This letter of resignation is effective as
of May 3151, 2003. His reason for this action is due to possible business opportunities out
of state that will keep him from being an active board member.
Ms. Richardson reiterated that the Board regretfully accepts Mr. Clinehens resignation.
Mr. Garton introduced Mr. Bruce Johanson from Johanson Consulting firm to give a
presentation as to how their overall management assessment program works.
Mr. Johanson relayed that his company has been in business for a long time and is
operated by his father, brother and himself. We specialize in job evaluation and salary
comparability. We come in and get a good understanding of each Job. We interview the
employees as well as give them a questionnaire to fill out. From these interviews and
questionnaire, we create a draft and evaluate the jobs according to knowledge, problem
solving, equipment skills, physical environment etc. We have 15 different factors to
make a point base from. The positions are ranked from lowest to highest by points. We
then do a salary comparison to similar positions outside of the Housing Authority and
other groups. There will be eight to ten different sources that we will compare the
salaries to. This comparison will tell us if the salaries are ahead or behind. The points
are then taken and integrated into a graft along with the salary ranges for that position.
Arkansas salaries change more often because the market is moving quicker. From this
graft, we can build a frame work of policies for promotions, transfers and guidelines you
can adopt. We try to help the employers with a plan with guidance and a budget to get
each position closer to the line of where their salary needs to be. This process may take
years but is worth the time and money.
Mr. Garton acknowledged that his employers currently use this method and have
integrated it into their system. It is a very good tool when hiring new people and if
learned, can be used annually when doing evaluations.
Mr. Wilson pointed out that the Housing Authority currently has fifteen employees. Six
office employees, five maintenance, three full time night watchmen and two part-time
night watchmen.
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Page tis April 16, 2003
Mr. Johanson gave mention that he has consulted with such businesses as the Jones
Center and the Airport. The overall assessment should take no more than thirty to forty-
five days. The dollar range will be from $2,000 to $3,000 which averages about $300 per
position.
Mr. Wilson brought to the board's attention that the area HUD office sends a
maintenance grade sheet to each Housing Authority. This grade sheet has six ranking
positions. When hiring a maintenance person, they usually start out in this grade sheet
according to their skills. We are required to send out a survey each year to other
apartment complexes for a comparison to set the hourly pay for each grade of position.
HUD sets the minimum wage amount.
Ms. Richardson questioned Mr. Johanson as to where would he find those positions in
Northwest Arkansas. Mr. Johanson answered that the comparison would be to more than
Just other Housing Authority's. Mr. Garton also mentioned that the competition for his
employer goes beyond just banks and the same would be true for the Housing Authority.
Mr. Garton conveyed his appreciation to Mr. Johanson for coming to this meeting to give
his presentation.
• After further discussion, the board voted unanimously to accept the Johanson Consulting
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firm to complete the Housing Authority management assessment.
Ms. Watson announced that Ms. Marie Terrell, tenant of Hillcrest Towers, would like to
attend the next Board Meeting in May, 2003 to give her input as to the needs and wants
from the tenants of Hillcrest Towers. Ms. Terrell has been asking for a Gazebo that will
be placed on the Hillcrest Towers court yard. It is of my opinion, that we should go to a
lumber company and find one at a reasonable price and dedicate it to her. Ms. Terrell is a
very lovely lady. She worked for a FIUD office in another state. She comes down to
water the plants in the flower beds every morning and has been instrumental in getting
donations for the Adult Center and getting the garden club to come and plant flower
bulbs here at Hillcrest Towers.
Ms. Watson also "reported that Hillcrest Towers has been at world war five over the
smoking issue. The Housing Authority has put in a smoke handler at $2,663 to hopefully
take care of this problem. This smoke handler will be attached to the ceiling above the
two tables where the smokers sit. It has been hard for other tenants to come get their mail
or Just come to the lobby and visit.
After discussion, the board agreed to meet on the 14`h of May 2003 at 8:00a.m., to take a
tour of the Fayetteville Housing Authority Public Housing sites.
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April 16, 2003
Mr. Garton announced that Mr. Wilson has verbally given notice that he will be resigning
from his position as Executive Director and would like to be gone by June Ise, 2003 Mr.
Garton advised Mr. Wilson that this notice should also be given in writing as an official
representation of his retirement.
Mr. Garton relayed to the board that since Ms. Bolin would be applying for this position
and will be notifying HUD for a waiver, she would be under the conflict of interest policy
and will need to be excluded from any voting privileges and decisions as to the next
Executive Director that will be hired. Ms. Bolin acknowledged that she is agreeable to
this decision; however she would like this to go no further than this board. Ms. Bolin
replied that she is currently very happy with her employer.
The board discussed the issue as to replacing Mr. Charles Clinehens. It was agreed and
voted unanimously that Mr. Randy Coleman will replace Mr. Clinehens as Board of
Commissioner. This vote was reflected from the previous opening for a commissioner
back in January, 2003. It was decided that since they had conducted interviews, for a
probable commissioner, Just a few months ago, that there was no need to go through this
process again. It was suggested that the second in line for the previous opening should be
the one chosen for this opening. This person was Randy Coleman. Mr. Coleman will be
contacted before the next meeting to announce this decision.
There being no further business, the meeting was adjourned.
ATTEST:
g697tafitrALt—
SECRETARY
THE HOUSING AUTHORITY OF THE
CITY OF FAYETTEVILLE, ARKANSAS
CHAIRPERSON
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RE•TIRN. T': 'r11.ICATION in : Orono Wilson, Executive Director, Fyayetteville Housing
Authority / #1 North School Avenue / Fayetteville, AR 72701
fijayaleariV, eeti'
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April 7, 2003
Bromo Wilson
Fayetteville Housing Authority
1 N School Ave
Fayetteville, AR 72701
Dear Bromo,
SUBJECT RESIGNATION
Due to changes in my position and schedule, at AEP I think it's in the best interest of
The Fayetteville Housing Authority Board of Commissioners, if I resign from the Board. I
can no longer devote the time needed to be an effective Commissioner. I see some
exciting and challenging opportunities ahead for The Fayetteville Housing Authority, and
it would be rewarding to continue to be a part of it, but I feel the time is right for me to
leave. We have a good Board, and I know from our interviews to fill the last
Commissioner vacancy that there are many talented, and qualified people who can take
my place.
My resignation is effective May 31, 2003.
Sincerely,
• CharlesCS E Cline
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300 N COLLEGE AVE
FAYETTEVILLE, AR 72701
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RESOLUTION NO. 681
RESOLUTION ACCEPTING THE FINANCIAL AUDIT STATEMENTS FOR
FISCAL YEAR ENDED SEPTEMBER 30, 2002
WHEREAS, The Board of Commissioners of the Fayetteville
Housing Authority has received the financial audit
statements for fiscal year ended September 30, 2002
and has reviewed them.
NOW THEREFORE BE IT RESOLVED BY THE BOARD OF COMMISSIONERS
OF THE FAYETTEVILLE HOUSING AUTHORITY:
That the Board of Commissioners of the Fayetteville
Housing Authority accept the financial audit statements
and forward them to the HUD offices for review.
PASSED AND APPROVED THIS
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ATTEST:
2003
THE JUSING AUTHORITY OF THE CITY
FAYETTEVIL , A'KANSAS
C
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IRPERSON
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RESOLUTION NO. 682
RESOLUTION TO CHARGE OFF DELINQUENT ACCOUNTS OF FORMER
TENANTS FOR PERIOD 10/1/02 -03/31/03
A resolution of the Board of Commissioners of the
Fayetteville Housing Authority authorizing the charge off of
delinquent accounts of certain former tenants in the AR 97-1 & 2
Housing Projects for period of October 1, 2002 Thru March 31,
2003.
NOW THEREFORE BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF
THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS THAT:
Accounts in the amount designated, due from the former
tenants listed on the attached sheets are hereby authorized to be
charged off.
PASSED AND APPROVED THIS /f -DAY OF
ATTEST:
SECRETARY
2003
HOUSING `t THORITY OF
OF FAY V LE, AR
CHAIR• :SON
04/09/2003 14:42'15
I
A/R BALANCE DUB REPORT
Housing Authority, City of Fayetteville
Page 1
PHA Prj Site Bldg Unit Tenant and Name
4113 01 A LP 0005-B 12223 PRINCE
Formal SecDep Cr
TRICIA
Due
104.00
.75.25
Net Due
104.00
75.25
/J�GA�r
-011'
%J
i
emil.Amount
/CYANQ
001 A
LP
0006-A 15396 SULLINS
JESSE
mi
^/3 %
1095.75
1095.75
1 001 A
LP
0012-A 14570 HAYES
RONDA
319.50
3 1 001 H
WH
UOZD-c 14631 HEAVES
TAMMY319.50
41.264'..1878.75
1878.75
vva tl
wn
uuLl-tl 19u14 PAK7 EN
JAMES
.; '/ dzt
�
2526.00
2526.00
1 uur tl
wA
vv l3 -a IN WAua
TRALI
00r n-
mr
r n ..+a
%rein n :ra0nss
aaaafl
*1•110*1•110^'"`/..(dt
JJ.�
o3-.00
53.00
UAREZ
GENEVIVE
Gado
Uhl( l
989.25
989.25
1 001 J
HR
0301 10641 HEIAES
ROGER
-•12--•
1,/. Lj(�/f
21.00
21.00
1 001 J
HR
0304 11185 THOMPSON
GENEVA
-Ow"
V2.10/
42.50
42.50
` 1 001 J
HR
0310 13860 HERRERA
DEBRA/21.
AS".
386.25
386.25
1 001 J
HR
0510 11821 PAGAN
DAL
a'j],00
/SO4 Z(
371.25
371.25
1 001 J
HR
0608 10895 MCDONALD
KATHLEEN
/O:L.fb
102.00
102.00
iO
1 001 J
HR
0911 14212 NESTOR
THOMAS
aticea,
140.00
140.00
1 001 J
HR
1008 10932 FRANKE
CLBPFIE
Ail
111/r400
53.00
53.00
1 001 J
HR
1111 14638 WHITE
RICHARD
iO +
/93.00
143.00
143.00
�.-
1 001 J
HR
1205 11851 HENDREN
HOWARD
,.p /
/.p
120.00
120.00
1 001 J
HR
1207 14482 PETTIE
BILL
o//
6210
678.50
678.50
PHAt 1
Project: 001 Totals
Count: 18
r
4
:VALID
9099.00
9099.00
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04/_/2003 •.14:42:15
A/R BALANCE DUE REPORT
Housing Authority, City of Fayetteville
Page 2
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PHA Prj
•02
Effective
Site Bldg Unit Tenants and Name
C MM 324-C 14392 JACOBS
Posting Date: Most Current Date
5
Amount Due
817.50
Net Due
817.50
Formal SecDep Cr
ANNAGALA
REQ
s• otH£,p,
40n0j
99 3a
/
1 002
C
MN
32E -C 15014 BLACKBURN
TANESHA
G 2o4049675.00
675.00
1 002
C
MB
330-C 14866 JONES
CATHERINE
fIJqetbI
113.00
113.00
1 002
C
OB4
340-C 14857 PORTER
LOZELLE
�.Od /Jiaa
653.00
653.00
1 002
C
MM
416-C 14698 PARRISH
RONALD
/2092.00 200149
1237.00
1237.00
PHA: 1 Project: 002 Totals
PHA: 1 Totals Count: 23
Grand Totals Count: 23
Count: 5
ii itn .A7ii-1
3495.50
3495.50
;afar
y j,
12594.50
12594.50
12594.50
12594.50
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RESOLUTION NO. 683
RESOLUTION AUTHORIZING THE AWARD OF CONTACT FOR CAPITAL
FUNDS PROGRAM WORK FOR YEAR OF 2002 PROJECT AR097001
WHEREAS, The Fayetteville Housing Authority received bids
on February 25 2003 for Capital Funds Work for 2002 Funds
and which bids have been opened, tabulated and found in
proper form and are listed on attached pages:
AND WHEREAS, the lowest bid has been reviewed, and is
within the Capital Fund budget, and Ledford Engineering &
Planning, LLC firm, after review, recommend that we award
contract to Johnson Mech. Contractors Inc.
NOW THEREFORE BE IT RESOLVED BY THE BOARD OF COMMISSIONERS
OF THE FAYETTEVILLE HOUSING AUTHORITY:
1. That the contract for this work be awarded to
Johnson Mech. Contractors Inc in amount of $188,900.00
2. That the Executive Director of the Housing
Authority is hereby appointed to serve as Contracting
Officer for the project. The Contracting Officer is also
delegated by the Authority to execute the contract and all
change orders of the project.
PASSED AND APPROVED THIS /G = DAY OF
ATTEST:
7ECRETARY
2003
THE OUSING AUTHORITY OF THE CITY
OF i:YETTEVIL `, ARKANSAS
et Vral
CHAIRPER'iN
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CONTRACTOR
Mid Continental
Mike Gray
400 E. Hudson
Fort Scott, KS 66701
620-223-3700
Ameritech of Arkansas
110 N. 15S Street
West Helena, AR
870-572-6244
wford Builders Inc.
[Crawford
Main Street
Crory, AR 72101
1-731-2091
Maco General Contractors
124 West Railroad
Monticello, AR 71655
870-367-6921
Dixon Contracting Inc.
P. O. Box 1512
Van Buren, AR 72957-1512
479-452-5818
Johnson Mechanical Contractors
513 Prairie Street
Fayetteville, AR 72701
479-442-5051
Upq—.Foto