HomeMy WebLinkAbout2005-01-18 - Minutes - Archive•
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MINUTES OF THE JANUARY 18, 2005 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., January 18, 2005, in the City Administration Building, Room 326,
Fayetteville, AR.
Robin Ross, Chairperson called the meeting to order at approximately 8:00 a.m.
Commissioners Present.
Commissioners Absent:
Others Present.
Janet Richardson, Robin Ross, Betty Turner
Richard Royal and Deborah Olsen
None
Fredia Sawin, Laura Higgins (Fay. Housing Auth.),
Charlie Morasch (NW AR Times) and Sara Terry
(Morning News)
Dr. Ross requested that Item I. -Executive Session to Discuss Employee Evaluation Form
under New Business be moved up on the agenda and all board members agreed.
After executive session was completed, board members reconvened. Dr. Ross explained
that the board discussed updating the employee evaluation form used for the executive
director's position to a table format. Ms. Richardson moved to adopt this new evaluation
form, seconded by Mr. Royal and carried unanimously.
Old Business
A. Update on Future Plans for Upgrade of Public Housing Playground Equipment -Ms.
Richardson advised she has been in contact with Jeff Collier who works for the Parks
Dept. of the City of Fayetteville and he has agreed to come to each site and evaluate the
present equipment, and advise what equipment can stay and what should be removed. Mr.
Collier does this type of work for the City and has a lot of experience in this area. Ms.
Richardson stated that he would be doing these inspections sometime this week and she
would report back at the next board meeting. Ms. Turner advised that cost needed to be
reviewed before anything is done and the board agreed. Mr. Royal reviewed non profit
requirements and that it takes a long time to establish. There is a state organization called
Community Foundation that could give legal council and guidance through this process
for free however, it is a lengthy process. Ms. Sawin stated that you can use Capitol Grant
Funds for playground equipment but there were other things that needed to be done first.
It was agreed by the board that it would be better to look at short term solutions for now
and to wait for the report back from Mr. Collier.
B. Discussion of Plans to Increase Minimum Rent for Public Housing and Section 8
Voucher Participants -Ms Sawin advised that the comment letters were sent out to the
participants and also a public hearing was conducted on January 14, 2005 and only one
written comment has been received which was shown to the board. Ms. Sawin stated
that we are still in the comment period until January 31, 2005 and she would let the board
know if there are any other comments at the next meeting. Since the phase in process
could not be done over a five month period then the date the increase would go into effect
should be extended from a 30 to 90 day period. A resolution will be presented at the next
regular board meeting.
C. Discussion of Possible Policy Changes in the Definition of a Family -Ms. Sawin
contacted other local Housing Authorities and most of them have already
eliminated the wording "related by blood, marriage or adoption" and the
remainder of your definition of a family would remain the same After discussion,
Ms. Turner motioned to eliminate the wording "related by blood, marriage or
adoption", seconded by Mr. Royal and carried unanimously. Ms Sawin advised
that you must first give a 30 day public comment period which she will post in the
Housing Authority lobby and place an advertisement in the local paper. After the
end of the comment period, then a resolution can be presented to the board for
their approval.
D. Further Discussion and Update on the Recommendations from the Housing
Authority's Management Needs Assessment -Dr. Ross requested that each board
member review the Management Needs Assessment report and thoroughly
examine each suggestion made. Dr. Ross would add a suggestion from this report
onto the agenda each month for discussion. Ms. Sawin advised she will mail
another copy of the report to Ms. Richardson, Dr. Ross and Mr. Royal along with
the minutes.
E Schedule Meeting with the Fayetteville Planning Commission -Dr. Ross felt it
would be important for the Housing Authority to understand the Downtown
Master Plan and how it relates to the people we help, therefore a meeting with the
Planning Commission to discuss this issue has been scheduled for Monday, April
4, 2005 at 5:30 p.m. and the board, Ms. Sawin and any Housing Authority staff
are invited to attend. Dr. Ross will get back with everyone on the location of this
meeting.
New Business
A. Approval of Minutes of Previous Regular Meeting -Ms. Turner motioned to accept
the minutes from the December 21, 2004 regular meeting, seconded by Mr. Royal
and carried unanimously.
B. Approval of December 2004 Financial Statements -Ms. Sawin reviewed some of
the expenses from the financial statement, including higher than usual legal
expenses due to an eviction and maintenance costs to replace 75 feet of sewer
line. Ms. Richardson then motioned to accept, seconded by Ms. Turner and
carried unanimously.
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C. Approval of Resolution 721 Adopting Revised Portability Requirements in the
Section 8 Rental Assistance Program -Ms. Sawin explained that due to cuts in
funding this restriction on portability is needed and HUD has allowed PHA's to
adopt this into their administrative policies This ruling will eliminate large
Housing Authority's from billing for higher rents than the Fayetteville Housing
Authority allows and taking up extra slots. Ms. Richardson motioned to accept
Resolution 721, seconded by Mr. Royal and camed unanimously.
D. Discussion of Adopting a Policy Allowing Police Officers to Live in Public
Housing Units for Security Purposes -Ms. Ross stated that she had checked into
getting a police officer for security purposes but found that it would be too costly.
Ms. Sawin brought up that you could allow a police officer to reside in one of
your public housing units and not charge them any rent and in exchange for that,
they would provide security for your sites. Ms. Sawin passed out information
from the Springdale Housing Authority who are already using this source of
security. Ms. Sawin also indicated that you must have written approval from
HUD and it was also decided by the board to limit it to one apartment so that you
are not tying up too many apartments from potential clients. Ms. Sawin stated
that the first thing to do was to contact the Fayetteville Police Department and talk
with the chief of police and see if there would be a police officer available. Dr.
Ross offered to contact the chief of police at the Fayetteville Police Department
and proceed from there.
E Discussion of Future Housing Trends and the Hiring of a Consultant -Dr. Ross
advised that after talking with Ms Sawin about the changes being made in future
housing that it may be necessary to hire a consultant to advise the Housing
Authority and the board as to other funding available for low income housing.
Dr. Ross motioned for a RFP to be started to hire a consultant, Mr. Royal so
moved, seconded by Ms. Richardson and carried unanimously.
F. Diversity Training for the Housing Authority Staff -Dr. Ross felt it would also be a
good idea to have diversity training for the Housing Authority staff due to the
growth in Northwest Arkansas. Dr. Ross offered to look around for an
organization that could do the training. Mr. Royal offered free services for
diversity training for people with disabilities.
G. Explanation from Mr. Richard Royal on the Need for a One Stop Work Force
Investment Board -Mr. Royal will get back with the board at a future time with
this information.
H. Executive Directors Report- Ms. Sawin reviewed her report. Ms. Sawin informed
the board that she had attended a meeting in Searcy, Arkansas to get training on a
new report to be done for the annual audit. Ms. Sawin advised that to cut costs,
the employee medical insurance has been changed to Blue Cross/Blue Shield
which will be effective Feb. 1, 2005. This new policy will cost slightly less and
provide better benefits. Ms. Sawin reported to the board that the Housing
Authority did not get funding for the FSS Coordinator. The Housing Authority
will be reapplying for this grant when another NOFA comes out in February
2005.
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Under "Other Business" Dr. Ross requested that the board members review the
applications passed out to them last month and discuss this along with policies on
criminal history at the next month's board meeting.
Ms. Sawin will contact Jesse Westover at HUD and make arrangements for the board
training meeting with HUD staff.
There being no further business, meeting was adjourned.
THE HOUSING AUTHORITY OF THE
CITY OF FAYETTEVILLE, ARKANSAS
C airperson
ATTEST:
aeaSt
Secretary
1
FAYETTEVILLE HOUSING AUTHORITY
#1 North School Ave.
Fayetteville, AR 72701-5928
PH: (479)521-3850 FAX: (479)442-6771
EXECUTIVE DIRECTOR'S REPORT
January 14, 2005
1. Things of importance that should be mentioned for this months
Accounting Summary Report are as follows:
1. Legal Expenses were above normal due to
an eviction in Public Housing that was settled through
the courts.
2. Casualty Losses were paid out in the amount of $2346.74
due to an accident where a maintenance employee backed
into a post with a maintenance vehicle. The accident was
turned over to our insurance which was in turn paid to the
Fayetteville Housing Authority and then we paid the Body
shop for the repairs.
3. Under Extraordinary Maintenance - Contract Costs
$950.00 was paid to Quality Lawn Services for trim
work and dead tree removal completed at Hillcrest Towers
and Morgan Manor. $6,026.83 was paid to Johnson
plumbing for a major sewer stoppage at Willow Heights
which entailed replacing approximately 75 ft. of sewer
pipes. This stoppage and damage was caused by tree roots.
The old clay sewer pipes were replaced with (Scheduled 60
PVC) pipes. This job involved a lot of labor in
digging and replacing pipes. This sewer pipe was connected
to one building at Willow, which was lucky for us in that it
did not cause any apartment damage when it backed up.
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2. Due to changes in HUD Regulations, this years audit will
be required to have a Management, Discussion -Analysis
Report which is filed with the Auditors Financial Submission to
the REAC Website. This report must be submitted to the auditor
by the Executive Director. This report discusses the financial
condition of the Housing Authority in relation to current activity
and reasons why there were changes from last year to this year.
In order to complete this report I had to receive training. This
training was conducted on Tuesday and Wednesday of this week
(January 12th and 13th) by Lindsey and Co. in Searcy,
Arkansas.
3. Public Housing has 7 vacancies, 2 at Lewis Plaza, 3 at Willow
Heights, 1 at Hillcrest Towers and 1 at Morgan Manor. The
Section 8 Program has 4 openings. The Section 8 Director has
completed a contact from the waiting list to fill these openings.
4. The Fayetteville Housing Authority's Employee Benefit plan
for Health Insurance will be changing from Municipal Health
to Blue Cross Blue Shield Over the past two years, the
Municipal Health plan has raised their premiums to almost
double. We reviewed quotes from United Medical, Blue Cross
Blue Shield and our current plan with Municipal Health. The Blue
Cross Blue Shield was by far the better plan and will end up
saving the Housing Authority around $3,300 annually. This new
plan with Blue Cross Blue Shield will have a $1,000 deductible
with the $20/$40 Co -pay coverage and start on February 1,
2005.
RESOLUTION NO. 721
• RESOLUTION ADOPTING REVISED PORTABILITY REQUIREMENTS IN THE
SECTION 8 RENTAL ASSISTANCE PROGRAM
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WHEREAS, the Housing Authority of the City of Fayetteville operates it's Section 8
Rental Assistance Program within the guidelines set forth by the Department of Housing
and Urban Development, and therefore the Administration Policy needs to be updated to
reflect changes in the requirements of portability and
WHEREAS, the following will be added in the Administrative Policy of the Housing
Authority of the City of Fayetteville under Section E. "Restrictions on Portability"
The PHA will not permit the family to exercise portability if the receiving Housing
Authority's Payment Standard exceeds the Fayetteville Housing Authority's Payment
Standard and the receiving Housing Authority refuses to absorb said family into their
own program.
BE IT RESOLVED by the Commissioners of the Housing Authority of Fayetteville,
Arkansas that the above revised policy be adopted into the Section 8 Voucher
Administrative Plan effective January 1, 2005.
THE HOUSING AUTHORITY OF THE CITY
OF FAYETTEVILLE, ARKANSAS
CHJIIRPERSON
ATTEST:
SE RETARV
SE RETARY