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HomeMy WebLinkAbout2004-05-18 - Minutes - ArchiveMINUTES 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., Tuesday, May 18, 2004, in the City Administration Building, Room 326, Fayetteville, AR. Janet Richardson, Chairperson, called the meeting to order at approximately 8:00 a.m. Commissioners Present: Janet Richardson, Nancy Bolin, Randy Coleman and Dusti Miller Commissioners Absent: Gary Garton Others Present: Fredia Sawin, Laura Higgins (Fay. Housing Auth.) Ann Vaughn, Ruth Collett and Patricia Watson (Hillcrest Towers Residents), Hugh Earnest & Jerry Dumas (City of Fayetteville), Kyle Cook (City of Fay. Councilman) and Charlie Morasch (NW AR Times) Ms. Richardson introduced the new Resident Board Member, Dusti Miller and recognized this as her first meeting and welcomed her. is Consent Agenda Ms. Bolin requested that the April 20, 2004 minutes be removed from the consent agenda due to legal issues pending. Ms. Richardson requested that Resolution 705 (Item IV) and Resolution 706 (Item V) be removed from the consent agenda to open for discussion. Ms. Bolin then motioned to approve the remainder of the consent agenda, seconded by Mr. Coleman and carried unanimously. Old Business Resolution 706 (Item V) -Ms. Sawin reviewed the contract between the Fayetteville Housing Authority and the Council on Aging and the reasons for adopting this agreement. Ms. Bolin questioned whether this was needed as she thought that the Council on Aging was responsible to provide this and that the City of Fayetteville was funding it. Ms. Sawin advised that there was an agreement between the Housing Authority and the City but it applies to the payment in lieu of taxes paid directly to the City of Fayetteville and then that amount of money is going back to the Community Center. Mr. Earnest stated that he did participate in the meetings with Ms. Sawin and Ms. Linebaugh of the Council on Aging and felt it was a well thought out and that there was a good spirit of cooperation between the two. Ms. Richardson then motioned to accept Resolution 706, seconded by Ms. Bolin and carried unanimously. 0 Resolution 705 (Item IV) -Ms. Sawin advised that seven RFP's were received on the • Management Needs Assessment with varying prices. Ms. Bolin reminded Ms. Sawin that price really was not the deciding factor. Ms. Sawin stated that the seven submissions were reviewed by Housing Authority employees. Ms. Bolin recommended that in the future one of the board members sit in on the review process, however Ms. Sawin advised that the executive director and the board members cannot make the decision so Ms. Bolin recommended an ad hoc committee be formed to meet on this issue. Ms. Richardson motioned to delay the decision on this until an outside source can review, seconded by Ms. Bolin and carried unanimously. Ms. Richardson appointed Dusti Miller to form this committee and Ms. Bolin will work with Ms. Miller in providing some people to participate. Ms. Richardson then motioned to approve the April 20, 2004 minutes, seconded by Mr. Coleman, motioned carried with three "Aye" votes and one "Nay" vote made by Ms. Bolin. A. Introduction of Resolution to Adopt Public Housing and Section 8 Preferences - Mr. Coleman introduced his idea of adopting a local preference for families with disabilities and families who are displaced by fire or natural disaster. A short 10 minute video was played to show the need of disabled families and discussion made after. Ms. Richardson commended Mr. Coleman for his efforts however, the board probably should look at the whole area of preferences and having had them before, the areas of different conflicts that can arise. Ms. Richardson • advised that this isn't a reason not to do them, but more information needs to be obtained before any decisions are made and to table this issue until the next board meeting for further discussion. Ms. Miller offered to do some legal research on this issue and present it at the next meeting. B. Board Workshop with Keith Vire-Ms. Bolin reminded the board that they needed to do their follow up meeting with Keith Vire. Ms. Richardson asked for a commitment from the commissioners and it was agreed that Ms. Richardson would get with Keith Vire and try to schedule another meeting for board training within the next three weeks and get back with the board members with the date and time. C. Follow Up on Board Procedure -Ms. Bolin reiterated her desire to adopt board procedures. Ms. Richardson stated that she felt they could just go by the protocol in Robert's Rule of Order insofar as they don't conflict with anything with HUD. Ms. Bolin still felt it important to adopt their own board procedures however, Ms. Richardson noted they were not ready to adopt anything at this time. Ms. Bolin suggested that this be added to their board training meeting to get it resolved. New Business 9 A. Presentation of Award -Ms. Watson was recognized for her five years of service on the Housing Authority Board as the first resident member and was presented with a certificate of excellence. Dusti Miller was then reintroduced and welcomed to the board as the second resident member to serve. Ms. Miller was invited to attend the Resident Meeting to be conducted today at 3:00 p.m. B. Executive Director's Report -Ms. Sawin passed out her report and reviewed the report with the board members. Ms. Sawin advised that the Mod. Coordinator position has been filled by an individual with a mechanical engineering degree and his duties will be replacing what Ledford Engineering has been contracted out to do. Ms. Bolin asked about the annual plan and recommended that they call a special session to start working on this and to include the City of Fayetteville in this planning session. Special meeting was set for June 1, 2004 at 8:00 a.m. in Room 326 or Room 111. Ms. Richardson will set up with the city and advise. Ms. Bolin asked if Ms. Sawin could e-mail information inquired about last year concerning resident services. Ms. Sawin stated she would look at last year's minutes to see what was included. The remainder of the Executive Director's Report was then reviewed by Ms. Sawin. C. Standing Committee Reports 1. Strategic Planning -Gary Garton absent -no report given. 2. Public Relations -Janet Richardson gave her report. . 3. Resident Services -Randy Coleman gave his report. Invited board members to family fun week in June at Lewis Plaza and will let the board know the exact dates if they are interested. 4. Family Self-Sufficiency-Dusti Miller no report given due to first time meeting. Ms. Bolin requested that since the FSS person is now hired and in place that Ms. Miller's committee be changed to a policy committee. Ms. Miller agreed to chair. 5. Housing -Nancy Bolin gave her report. There being no further business, meeting was adjourned. THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS ATTEST: Secretary • • RESOLUTION NO. 706 CONTRACT OF COMMUNITY SERVICES AGREEMENT BETWEEN THE FAYETTEVILLE HOUSING AUTHORITY AND THE COUNCIL ON AGING WHEREAS, the Fayetteville Housing Authority (hereinafter called the FHA) and the Council on Aging (hereinafter called the COA) recognize the need to maintain a community center for the residents of Hillcrest Towers and therefore have agreed upon the following. COA will be responsible for the following: 1. To provide an employee to the community center. This employee's hours will be from 8:OOa.m. to 4:OOp.m. Monday through Friday. This employee will be responsible to manage all the community center activities and programs. 2. To pay the wages and benefits for this employee. 3. To pay the liability insurance premiums. • 4. Will continue to provide the meals on wheels program and the Fayetteville Senior Center is responsible for collecting the funds. 5. Will also continue to provide transportation for the Hillcrest Towers residents as per their schedule of monthly trips as posted in their monthly calendar of events. Amount to be charged and the collection of funds for these trips is the responsibility of the COA. 6. Will keep an inventory of their property which is contained in the community center. 7. Will maintain a budget for their provided expenses and revenues and be responsible for their annual audit. FHA agrees to the following: 1. To provide Office Supplies and Paper Goods to be budgeted at $75.00 per month. 2. To provide Telephone service to be budgeted at $40.00 per month. CI • PAGE 2 3. To provide Janitorial (cleaning) services to be budgeted at $125.00 per month. 4. To authorize and manage all after hours activities conducted at the community center. 5. To handle and manage all funds received from the Community Center Rummage sale proceeds and the proceeds received from the Lobby Vending Machines. These funds will be used for food and materials needed to conduct the center activities and programs. Daily Cash Log, inventory and deposit record will be kept for audit purposes. 6. Will keep an inventory of all property belonging to them contained in community center. 7. Will keep a budget of expenditures and revenues in connection with the Community Center and will be responsible for the audit of these funds. The FHA and COA hereby agree that there will not be any discrimination because of is race, creed, color, or national origin in the operation of this community center and in the sponsorship and programming of activities and services to be offered therein. The obligations hereby assumed by the FHA & the COA shall be effective June 1 st, 2004 and shall remain in full force and effect for the duration of this agreement. In the event the FHA or the COA shall fail, neglect or refuse to perform its obligations and breach the conditions herein provided to the extent the tenants of the Hillcrest Towers development shall be deprived of the use, benefit and enjoyment of the services and facilities, then this Contract of Agreement becomes null and void and other arrangements will be made. IN WITNESS WHEREOF, the FHA and COA do hereby respectively sign this con act and cause their seals to be affixed and attested this—/94day of 2004. 0 • PAGE 3 (SEAL) (SEAL) ATTEST: • SECRETARY 0 THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS COUNCIL ON AGING OF FAYETTEVILLE, ARKANSAS CHAIRPERSON FAYETTEVILLE HOUSING AUTHORITY #1 North School Ave. Fayetteville, AR 72701-5928 PH: (479)521-3850 FAX: (479)442-6771 EXECUTIVE DIRECTOR'S REPORT May 17, 2004 1, MOD Coordinator - The Housing Authority received 10 resumes for this position. Seven were interviewed. There was a range of experience levels and the salary amount was a deterrent for most of them, however, after extensive consideration, I have hired a Mr. Lawrence Gorski. He will begin working on the 24th of May and his salary will start at $27,000 per year. Mr. Gorski has a Bachelor of Science degree in Mechanical and Aerospace engineering. He also has a Masters degree in Business Administration. • 2. Management Needs Assessment - The Housing Authority received six responses to the RFP. The bids started at $6,900 and spiraled up to $36,000. I am aware that you do not have to go with the lowest bidder for this service, however, the lowest bidder was among the most experienced and has several references from other Housing Authorities which were outstanding. Therefore, after evaluating the RFP responses, the lowest bidder Management Resource Group, Inc. was chosen. 3. Public Housing has 10 vacancies, 3 at Morgan Manor, 1 at Lewis Plaza, 4 at Willow Heights and 2 at Hillcrest Towers. The Section 8 Program has 432 Vouchers under lease with approximately 7 Vouchers searching for units to rent. 4. I have, attended two meetings this month. One with the Continuum of Care workshop which covered grant opportunities in connection with the upcoming super nofa through HUD. The other was a meeting at the area HUD office in Little Rock for training of new Executive Directors. 0 0 PAGE 2 5, The Office renovation is almost complete. The only thing left is the heat and air installation. We are being told that by the end of May we should be done and ready to settle back into our offices. 6. The Physical Needs Assessment has been completed. To this date we have not received any reports. They explained that it takes about two weeks to complete the paper work on the assessment. As soon as I receive these reports, I will send copies to the Commissioners. 0 •