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HomeMy WebLinkAbout2004-12-21 - Minutes - Archive4 • • • MINUTES OF THE DECEMBER 21, 2004 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 9:00 a.m., December 21, 2004, in the City Administration Building, Room 326, Fayetteville, AR. Due to Robin Ross, Chairperson running late for the meeting, Betty Turner, Vice Chairperson called the meeting to order at approximately 9:00 a.m. Commissioners Present: Janet Richardson, Robin Ross, Betty Turner Richard Royal and Deborah Olsen Commissioners Absent: None Others Present: Consent Agenda Fredia Sawin, Laura Higgins (Fay. Housing Auth.), Charlie Morasch (NW AR Times), Sara Terry (Morning News) and Alan Ostner (City of Fayetteville Planning Commission) Item I. -Minutes of Previous Annual Meeting -Ms. Richardson motioned to accept the minutes from the November 16, 2004 regular meeting, seconded by Mr. Royal and carried unanimously. Item II. -Approval of November 2004 Financial Statement -Approval of Financial Statement was passed over until the arrival of Dr. Ross. Once all board members were present and there were no questions, Ms. Richardson then moved to accept the November 2004 Financial Statement, seconded by Mr. Royal and carried unanimously. Item III. -Approval of Resolution No. 7201)Authorizing the Executive Director to be Appointed as the Trustee/Attorney In Fact for the Employee Retirement and Life Insurance Plans through Lafayette Life Insurance Company -Approval of resolution was passed over until the arrival of Dr. Ross. Once all board members were present and there were no questions, Ms. Turner motioned to accept Resolution No. 720, seconded by Mr. Royal and carried unanimously. Old Business A. Discussion of Future Plans for Upgrade of Public Housing Playground Equipment -Ms. Richardson advised that she did go to each site and inspected the existing playground equipment. Ms. Richardson felt that there were some pieces • • • of equipment that needed to be disposed of due to possible hazards especially at Morgan Manor, but that there was also some good equipment that may Just need a facelift. Ms. Turner suggested a possible meeting with the Morgan Manor tenants to get their input and the board agreed. Ms. Richardson suggested that due to the Targe area at Morgan Manor, they could put some large playground equipment but that the sites at Lewis Plaza and Willow Heights are smaller and more scattered. Of course, cost would have to be looked at before any upgrades are completed. Mr. Royal volunteered to contact the city attorney and check into possible playground equipment hazards, some advise as to what equipment at the public housing sites need to be removed and also handicapped accessible issues. Dr. Ross advised that she had contacted some local businesses for donations but as the Housing Authority is not a 501c3 organization they were not interested in donating. Dr. Ross will do some more investigation on other avenues of possible donations. B. Discussion of Future Plans to Increase Minimum Rent for Public Housing and Section 8 Voucher Participants -Ms. Sawin advised that there needed to be at least a 30 day comment period prior to increasing the minimum rents. The agency will be sending out letters to the Public Housing residents, Section 8 participants, and also posting it in the paper and in the Housing Authority office. Ms. Sawin advised that if within the 30 days there are any comments, she will provide those at the next regular meeting in January 2005. Dr. Ross also brought up increasing the flat rents in public housing by $25.00 across the board. Mr. Royal suggested that good reasons are given to the participants as to why there is an increase needed and that we are prepared to explain this to them. Dr. Ross then motioned that Ms. Sawin proceed with the 30 day public comment period to increase the minimum rents and flat rents by $25.00, Ms. Richardson so moved, seconded by Ms. Turner and carried unanimously. New Business A. Announcement of New Resident Board Member -Dr. Ross formally recognized Deborah Olsen as the new Resident Board Member and welcomed her to the board pending final approval from the council members at the City of Fayetteville. Ms. Turner motioned to accept Deborah Olsen as the Resident Board Member, seconded by Ms. Richardson and carried unanimously. B. Appointment of Board Member for Term Expiring 12/28/04- Ms. Richardson motioned to reappoint Robin Ross, seconded by Ms. Turner and carried unanimously. Ms. Sawin will submit the necessary paperwork for Ms. Olsen and Dr. Ross to the Fayetteville City Clerk for approval by the City of Fayetteville Council. C. Discussion of Possible Policy Changes and Application Forms -Ms. Sawin passed out the public housing and Section 8 applications for the board to review. Dr. Ross asked each board member to take home and read. Dr. Ross reminded the board that they set policies of the Housing Authority and a couple of things did come up at the League of Women Voter's meeting concerning the definition of a family and denial of assistance for criminal activity. Dr. Ross suggested that the • • • • definition of a family on the front cover of the applications needs to be more clearly defined. Dr. Ross requested the Ms. Sawin contact other local Housing Authorities in our area and ask them what their definition of a family is and what they are doing with criminal activity and report back in a couple of weeks. Mr. Royal advised he would get a list of certain criminal activity that limits employment opportunities and provide this for the board's review. D. Other Business -Dr. Ross added "Other Business" under the agenda and introduced Mr. Alan Ostner, City of Fayetteville Planning Commission Chairperson. Dr. Ross felt it would be a good idea for the board to meet with the Planning Commission and Mr. Ostner suggested a special meeting time since their regular meetings go fairly long. Mr. Ostner and Dr. Ross will contact Tim Conklin of the City of Fayetteville to make arrangements and Dr. Ross will then let the remainder of the board know when they could possibly meet. Dr. Ross also announced that the Conway Housing Authority lost over 100 public housing units over the night due to a fire and wondered if there was anything that we could do to help. Dr. Ross suggested that Ms. Sawin send out announcements to all the public housing sites that donations are needed and also board members and employees would be welcome to donate as well. Dr. Ross volunteered to take the donated items to Conway before Christmas. E. Executive Director's Report- Ms. Sawin reviewed her report and also announced the loss of George Reed a long time Housing Authority employee who held the night watchman position from 12:00 a.m. to 8:00 a.m. Ms. Sawin advised she had procured this position out to a security company in lieu of rehiring due to the difficulty of keeping someone in this position. Dr. Ross suggested using off duty police officers and will check with them on the cost of using their services. IV. Dr. Ross motioned to go into executive session to complete Fredia Sawin's employee evaluation, Mr. Royal so moved, seconded by Ms. Richardson and carried unanimously. After executive session was completed, board members reconvened. Dr. Ross congratulated Ms. Sawin on her job performance and all board members agreed. Motion then was made by Ms. Richardson to apply a 3.4% increase to Ms. Sawin's pay, seconded by Mr. Royal and carried unanimously. There being no further business, meeting was adjourned. THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS Chairperson ATTEST: FAYETTEVILLE HOUSING AUTHORITY 0 #1 North School Ave. Fayetteville, AR 72701-5928 PH: (479)521-3850 FAX: (479)442-6771 • • EXECUTIVE DIRECTOR'S REPORT December 16, 2004 1. Things of importance that should be mentioned for this months Accounting Summary Report are as follows: 1. The Housing Authority procured a Termite contract for Morgan Manor Apartments Morgan Manor Apartments has never had termite insurance coverage and I am not sure why. Maybe the problem never came up so why pay the expense. However, we have started having problems and needed to get this site under contract. The initial treatment was $7,800 with an annual renewal price at $1,747. 2. The American Fire and Safety expense of $1,401.50 is an annual price paid to have our fire extinguishers in every apartment tested for refilling and safety. 3. Under Extraordinary Maintenance - Contract Costs, we paid Melvin Smith to repair the air exchange handlers in the Hillcrest Towers Community Center We also paid Quality Lawn Service for trimming and cutting the overgrown tree foliage at Morgan Manor and Hillcrest Towers. 4. The Management Resource Group was paid their final $1,000, which was part of the procured price, for his presentation of the Management Report to the Board. • • • PAGE 2 2. The Fayetteville Housing Authority lost one of its long time employees on November llth, 2004 to stomach cancer. George Reed was the midnight to eight a.m. shift Night watchman for the Housing Authority from August of 1998 to November llth, 2004. He went on Medical leave on October 1, 2004 and was admitted into the VA Hospital for surgery but was told nothing could be done. His wife called on November 10th, to tell us he wouldn't be coming back to work and he passed away on November llth, 2004. This was an unexpected loss and we will greatly miss George. George Reed held this position for seven years and was also a tenant of Hillcrest Towers during that time. This time slot of midnight to eight was always hard to fill and until George came along it was an ever changing position. I researched the amount we pay for this position versus hiring a professional security company to handle this time slot and the numbers are so close that we wouldn't lose but would gain the professionalism of the security company. We received bids from three different Security Companies and Professional Security Incorporated out of Ft Smith won the bid. 3. Public Housing has 6 vacancies, 1 at Lewis Plaza, 4 at Willow Heights and 1 at Hillcrest Towers. The Section 8 Program has No openings, it is at full capacity 437. 4. Don't forget Monday, December 20th, 2004 at 6:00p.m. you have volunteered to serve the Christmas dinner for the Fayetteville Housing Authority Residents. Try to be here by at least 5:30p.m. This should be a great experience for all. • RESOLUTION NO. 720-84 RESOLUTION AUTHORIZING THE EXECUTIVE DIRECTOR TO BE APPOINTED AS THE TRUSTEE/ATTORNEY IN FACT FOR THE EMPLOYEE RETIREMENT AND LIFE INSURANCE PLANS THROUGH LAFAYETTE LIFE INSURANCE . WHEREAS, the Fayetteville Housing Authority's employee Retirement and Life Insurance plans must have a trustee/attorney in fact. WHEREAS, the past trustee/attorney in fact was the former Executive Director and according to the Lafayette Insurance Company's associate, this position does not automatically change when a new Executive Director is appointed. Therefore, this resolution will serve as the acknowledgment that the present Executive Director is the trustee and attorney fact that will make decisions on behalf of the Fayetteville Housing Authority employees in relation to their Retirement and Life Insurance Plans. NOW THEREFORE BE IT RESOLVED by the Commissioners of the Housing Authority of the city of Fayetteville, Arkansas that this Resolution be approved. PASSED AND APPROVED THIS C9 / DAY OF aaten1 2004. THE HOUSING AUTHORITY OF CITY • OF FAYETTEVILLE, ARKANSAS • ATTEST: SECRETARY IRP P°1-7 CH FAYETTEVILLE HOUSING AUTHORITY #1 NORTH SCHOOL AVE. FAYETTEVILLE, AR 72701-5928 PH: (479) 521-3850 FAX: (479) 442-6771 December 6th, 2004 PRESS RELEASE!! PRESS RELEASE!! The Fayetteville Housing Board of Commissioners will be holding a Special Meeting on Thursday, December 9th, 2004 at 4 OOp m in room #111 of the Fayetteville City Administration Building. This meeting has been scheduled so that David Land with Lindsey and Co. can conduct training to the Commissioners in reference to the Fayetteville Housing Authority's Accounting practices. If you have any questions concerning this meeting, please feel free to call Fredia at 521-3850. Thank you, Fredia Sawin Executive Director fs