HomeMy WebLinkAbout2005-02-15 - Minutes - Archive•
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MINUTES OF THE FEBRUARY 15, 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., February 15, 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: Janet Richardson, Robin Ross, Betty Turner
Richard Royal and Deborah Olsen
Commissioners Absent: None
Others Present: Fredia Sawin, Laura Higgins (Fay. Housing Auth.)
Old Business
A. Discussion of Possible Policy Changes in the Definition of a Family -Dr. Ross
briefly reviewed with the audience the history of why the board had decided to
review this policy of the Housing Authority. The floor was then opened to the
audience to make their comments and to ask questions of the board. Comments
and questions were taken by the board for approximately 30 minutes and it was
determined that the audience of approximately 30 people were in support of
removing the wording "related by blood, marriage or adoption" from the family
definition. It was noted by Dr. Ross that the board had received some written
comments in opposition of this change. Dr. Ross thanked the audience for their
participation and advised that the written comment period was still open until
February 28, 2005 and that the board would be voting on this item at the next
regular meeting scheduled for March 15, 2005.
B. Executive Session with the Executive Director to Discuss Employee Evaluation
Tool -After executive session was completed, board members reconvened. Dr.
Ross explained that the board discussed correcting the job performance tool under
"Human Resource Management". After the correction is made the members of the
board will sign the form.
C. Update on Future Plans for Upgrade of Public Housing Playground Equipment -
Ms. Richardson passed out the written report from Jeff Coles of the Parks and
Recreation Department of the City of Fayetteville. According to Ms. Richardson,
Mr. Coles' report was not very favorable and stated that all of the equipment at
each site was not acceptable by today's standards. Ms. Richardson stated that a
few suggestions he made were to replace the swing set seats and put some kind of
padding under all equipment. Ms. Richardson asked that the board members and
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Ms. Sawin review the report and discuss the next step to be taken at the March
15`h regular meeting.
D. Further Discussion and Update on the Recommendations from the Housing
Authority's Management Needs Assessment -Dr. Ross briefly reviewed through
the report made. Most items in the report have either been addressed, the process
started to complete, or already completed. Dr. Ross will send a copy of the
outlined list to Ms. Sawin and would like one or two of the items to be included
on future agendas so that they can be thoroughly discussed.
E. Discussion of Changes to the Public Housing and Section 8 Applications for
Eligbility-Dr. Ross advised that due to pending changes in family definition and
income changes that this item needs to be done at a later time. However, Dr. Ross
requested that Ms. Sawin look into other Housing Authority's policies on criminal
activity and also the federal guidelines on this issue. Dr. Ross recommended that
we be very specific in outlining what will be allowed and not allowed and that it
is thoroughly thought through as to the consequences for people who need
housing. Ms. Richardson commented that the board needs to remember that some
of the application is federally mandated and they need to make sure that any
changes made will be in line with federal recommendations
New Business
A. Approval of Minutes of Previous Regular Meeting -Minutes of the previous
meeting were amended to correct the spelling of "Jeff Collier" to "Jeff Coles".
Ms. Richardson then motioned to accept with this correction, seconded by Mr.
Royal and carried unanimously.
B. Approval of January 2005 Financial Statements -Due to a prior engagement, Ms.
Turner excused herself from the meeting and had no comment about the financial
statement. Ms. Sawin reviewed some of the expenses from the financial
statements, questions were asked by the board then Mr. Royal motioned to accept,
seconded by Ms. Richardson and carried unanimously.
C. Approval of Resolution #722 -Establishing new Minimum Rents of $50.00 for the
Public Housing and Section 8 Program -Dr. Ross briefly outlined the history of
why this increase was needed and the process completed to get to this point. Mr.
Royal requested that the individuals who wrote comments concerning this
increase be contacted personally and brought in to discuss the issue further and
Ms. Sawin agreed to do. Ms. Sawin explained that the minimum rent increase
would go into affect under the 90 day extension or May 1, 2005, based upon the
program in Lindsey software that makes minimum rents a constant. Ms.
Richardson then motioned to accept Resolution #722, seconded by Mr. Royal and
carried unanimously.
D. Approval of Resolution #723 to Raise the Public Housing Flat Rents -Dr. Ross
indicated that this was not included in the Management Needs Assessment but
that it was included because if the minimum rents were adjusted for people with
the lowest income, then the higher income needed to be looked at as well. These
increases will not affect the people who pay flat rents until their reexamination
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time. Ms. Richardson then moved to accept Resolution #723, seconded by Mr.
Royal and carried unanimously.
E Approval of Resolution #724 to Charge off Delinquent Accounts of Former
Tenants for Period 10/1/04 to 01/31/05 -Ms. Sawin reviewed the reason for this
resolution, questions were asked by the board, then Mr. Royal motioned to
approve Resolution #724, seconded by Ms. Olsen and carried unanimously.
F. Approval of Resolution #725 Authorizing the Write -Off of Certain Non -
Expendable Equipment that was Junked -Ms. Sawin reviewed the reason for this
resolution, questions were asked by the board then Ms. Richardson moved to
accept Resolution #725, seconded by Ms. Olsen and carried unanimously.
G. Approval of Resolution #726 Adopting a Disposition Policy -Ms. Sawin advised
that this resolution came up due to having lawn equipment that is in good
condition and the Housing Authority would like to sell them instead of junking
them, therefore a disposition policy would need to be adopted. This policy will
outline the proper way the Authority will sell the property or equipment. Ms.
Olsen moved to accept Resolution #726, seconded by Mr. Royal and carried
unanimously.
H. Approval of Resolution #727 Approving Execution of Contract for Capital Grant
Funds Engineering Services -Ms. Sawin advised that this represents the contract
that the Housing Authority will have for engineering services with the Capital
Grant Funds for 2005 with Ledford Engineering. Mr. Royal once again offered
his services with any of the handicap issues addressed in the 2005 Capital Grant
Funds. Mr. Royal moved to accept Resolution #727, seconded by Ms. Richardson
and carried unanimously.
I. Approval of Donation of $160.00 to the Shrine Circus to Allow 15
Underprivileged and Handicapped Children to Attend the Shrine Circus -Ms.
Sawin explained that this would be for the public housing tenant's children to
attend the circus. Mr. Royal asked Ms. Sawin to hold off purchasing the tickets
and he will see if he can get some of the tickets for free. Mr. Royal will have
someone from his office to contact Ms. Sawin back as to the results. If he is
unable to obtain these tickets, then the board gave Ms. Sawin authority to
purchase the tickets for $160.00.
J. Discussion on Adopting a Policy Allowing Police Officers to Live in Public
Housing Units for Security Purposes -Dr. Ross contacted the Fayetteville Police
Department and they suggested posting an advertisement at their office so that the
officers would see it. However, Dr. Ross advised that we need to get clearance
from HUD to use one of the rental units for this purpose, once this has been done,
then the flier can be posted. The board agreed to move forward and get HUD
approval.
K. Diversity Training for the Housing Authority Staff -Dr. Ross contacted Debbie
McLoud who works for the University of Arkansas to talk with her about how the
University provides diversity training and who they used. She emailed some
possible leads and Dr. Ross passed out a copy for the board members review. Dr.
Ross contacted NCCJ and requested a proposal which was also presented to the
board members. Dr. Ross requested that if the board agreed to use them that Ms.
Sawin contact the listed references. Mr. Royal suggested possibly getting others
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to share in the cost such as the City or other Housing Authorities in the area. Ms.
Sawin advised that she would send out an invitation to all the area Authorities and
see if they want to join to help with the cost of the training.
L. Discussion of the President's Proposed 2006 Budget -Dr. Ross had ask that Ms.
Sawin forward emails concerning any changes in funding. Ms. Sawin reviewed
with the board some of the President's proposals that could possibly affect
housing. Ms. Sawin pointed out that these are just proposed changes and
obviously things can be different when the final budget comes out. Ms.
Richardson reminded the board that NAHRO is a great organization which makes
recommendations and also lobbies for Housing Authorites. Dr. Ross advised that
it would be important to stay in touch with our local, state and government
representatives and make sure we give them our input on possible changes.
M. Executive Director's Report -Ms. Sawin reviewed over her report and announced
the $277,325 Continuum Grant awarded to the Housing Authority for 10 vouchers
for homeless individuals or families who are participating in the Ozark Guidance
program Ms. Sawin also advised that the Fayetteville City Council has approved
Robin Ross and Deborah Olsen as board members and that this was done at the
January 18, 2005 council meeting. Ms. Sawin also contacted Jesse Westover at
HUD and has made possible arrangements for them to come during the next board
meeting scheduled for March 15, 2005.
There being no further business, meeting was adjourned.
THE HOUSING AUTHORITY OF THE
CITY OF FAYETTEVILLE, ARKANSAS
viva
lm
Chairperson
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FAYETTEVILLE HOUSING AUTHORITY
#1 North School Ave.
Fayetteville, AR 72701-5928
PH: (479)521-3850 FAX: (479)442-6771
EXECUTIVE DIRECTOR'S REPORT
February 9, 2005
1. Things of importance that should be mentioned for this months
Accounting Summary Report are as follows:
1. Payment of Property Liability and Fire Insurance for Public
Housing Units in the amount of $51,412.80. Payment of
Professional Liability Insurance $4118 80 Public Housing
Expense and $4118.80 Section 8 Expense. This lowered our
general fund down considerably.
2. Death Benefits were paid to the beneficiary's of George
Reed's Life Insurance and Retirement Contributions. The
Trustee of the policy received the payment from Lafayette
and in turn had to pay the IRS and split the amounts
between the recipients.
2. Public Housing has 7 vacancies, 3 at Lewis Plaza, 3 at Willow
Heights, 1 at Hillcrest Towers and 0 at Morgan Manor. The
Section 8 Program has 5 openings.
3. The Fayetteville Housing Authority has received word from
Senator Blanche Lincoln's office that we have been approved
for a Continuum Grant under the Shelter Plus Care section in
the amount of $277,325 for 10 vouchers that will be set
aside for Homeless individuals and families who are
participating in the Ozark Guidance programs. This grant is a
partnership grant with Ozark Guidance where we administer
the vouchers and Ozark Guidance will provide the
participants and the counseling for these participants We are
very proud of this award and hope to be able to apply again
this year for more of the same type vouchers to partner with
another agency.
RESOLUTION NO. 722
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RESOLUTION INCREASING THE MINIMUM RENT IN THE PUBLIC HOUSING
AND SECTION 8 RENTAL ASSISTANCE PROGRAMS
WHEREAS, Congress on January 26, 1996 passed a Continuing Resolution which
requires Housing Authority's to establish a minimum rent between $0.00 and $50.00 for
the Public Housing and Rental Assistance Programs and
WHEREAS, the Fayetteville Housing Authority on April 1, 1996 set the minimum rent at
$25.00 and it has remained at this amount since that time.
NOW, THEREFORE, be it resolved that the Fayetteville Housing Authority amends its
Public Housing Occupancy Policy and its Section 8 Rental Assistance Administrative
Policy to establish minimum rents of $50.00 effective May 1, 2005.
PASSED AND APPROVED THIS (5 DAY OF Feb 2005.
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ATTEST:
S% (A(),,
SECRETARY
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THE HOUSING AUTHORITY OF THE
CITY OF FAYETTEVILLE, ARKANSAS
CHA" 'ERSON
7,
t
RESOLUTION NUMBER 723
RESOLUTION TO RAISE THE PUBLIC HOUSING
FLAT RENTS
WHEREAS, The Public Housing Flat Rent policy is based on the reasonable market
value of the unit and designed so that it does not discourage families working towards
economic self-sufficiency. This Flat Rent has to be reviewed annually to determine if
adjustments are necessary.
WHEREAS, The Flat Rents were reviewed and due to the increased market rent and to
coincide with the increase in the Fayetteville Housing Authority minimum rent policy.
HC Tower EFF BR From $247.00 to 272.00
Lewis Plaza
Willow Heights
Morgan Manor
Lewis Plaza
Willow Heights
Morgan Manor
Lewis Plaza
Willow Heights
Morgan Manor
1BR
1BR
1BR
2BR
2BR
2BR
3BR
3BR
3BR
From $254.00 to $279.00
$254.00 to $279.00
$254.00 to $279.00
From $338.00 to $363.00
$338.00 to $363.00
$338.00 to $363.00
From $464.00 to $489.00
$464.00 to $489.00
$464.00 to $489.00
Morgan Manor 4BR From $471.00 to $496.00
This raise should not discourage families working towards economic self—sufficiency.
That the Board of Commissioners of the Fayetteville Housing Authority approves the
increase in the Flat Rent rates of the Public Housing units.
PASSED AND APPROVED 15 DAY OF F2h 2005
ATTEST:
THE HOUSING AUTHORITY OF THE CITY
OF. FAYETTEVILI,FARKANSAS
CHAIRPERSON
SECRETARY
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RESOLUTION NO. 724
RESOLUTION TO CHARGE OFF DELINQUENT ACCOUNTS OF FORMER
TENANTS FOR PERIOD 10/01/04 - 01/31/05
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, 2004 thru January 31,
2005.
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 15 DAY OF "r14434 , 2005.
ATTEST.
THE HOUSING AUTHORITY OF
CITY OF FAYETTEVILLE, AR
ATTACHMENT TO RESOLUTION 724
CHARGE OFF OF FORMER TENANTS DELINQUENT ACCOUNTS
10/01/04 - 01/31/05
APT.
NAME
RENT
OTHER
TOTAL
4-A
Stefani Pursley
0.00
231.00
231.00
9-D
Mary V. Smith
279.00
360.00
639.00
11-A
Amber Bruton
119.79
463.79
582.79
12-A
April Phillips
176.00
709.00
885.00
14-A
Darla Hayes
378.00
679.00
1057.00
23-B
Delsie West
310.50
460.00
612.50
25-C
Nikita Blackburn
550.00
413.00
963.00
27-A
Carolyn Harp
1643.00
700.00
2343.00
27-D
Laketria Wells
87.00
385.00
472.00
28-A
Dawn Church
206.00
665.00
871.00
30-D
Candace Murdock
61.00
313.00
374.00
302
Imogene Rice
0.00
120.00
120.00
1104
Dennis Winn
80.00
827.00
907.00
411-C
Corey Stephenson
125.00
230.00
355.00
330-C
Kimberly Smith
0.00
91.00
91.00
433-C
Kathleen White
1052.00
272.00
1324.00
438-C
Summer Norman
466.00
505.00
971.00
TOTALS
5533.29
7423.79
TOTAL 12798.29
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RESOLUTION NO. 725
RESOLUTION AUTHORIZING THE WRITE-OFF OF CERTAIN
NON -EXPENDABLE EQUIPMENT THAT WAS JUNKED.
WHEREAS, the HUD Manual 7510.1 provides for the write off of
certain non -expendable equipment that is junked, and
WHEREAS, the most recent list of equipment that has been declared
not in working order and non -repairable and has been junked needs
to be written off.
NOW THEREFORE BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE
FAYETTEVILLE HOUSING AUTHORITY, that the attached list of
equipment be written off the property ledger of the Fayetteville
Housing Authority.
(see attached list for equipment.)
PASSED AND APPROVED THIS 15 DAY OF Feb 2005.
THE HOUSING AUTHORITY OF THE CITY
OF FAYETTEVILLE, ARKANSAS
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CHA1•PERSON
ATTACHMENT TO RESOLUTION NO. 725
LIST OF EQUIPMENT TO BE WRITTEN OFF
DWELLING EQUIPMENT PROPERTY LEDGER NO. #1465.1
ITEM
NO. DESCRIPTION / PROPERTY
427 Kenmore Refrigerator
546 Hotpoint Refrigerator
465 Hotpoint Refrigerator
549 Kenmore Refrigerator
548 Hotpoint Refrigerator
336 Kenmore Gas Range
470 Kenmore Refrigerator
TOTAL
$2314.00
SERIAL NUMBER
560721045
SA344903
SA344504
56253806
LA318408
2J64765
522920046
DWELLING EOUIPMENT PROPERTY LEDGER NO. #1475.1
MAINTENANCE EQUIPMENT PROPERTY LEGDER NO. #1475.2
AMOUNT
$ 371.00
333.00
333.00
333.00
333.00
240.00
371.00
$ 0.00
$ 0.00
a
RESOLUTION NO. 726
RESOLUTION ADOPTING A DISPOSITION POLICY
WHEREAS, the Fayetteville Housing Authority is contemplating the selling of used
equipment and needs to establish this Disposition Policy to give guidance to the Housing
Authority staff and clarification to HUD on how this will be accomplished.
NOW THEREFORE BE IT RESOLVED by the commissioners of the Housing Authority
of the City of Fayetteville, Arkansas that the above Resolution be adopted.
PASSED AND APPROVED THIS 15 DAY OF PCI' 2005.
ATTEST:
SECRETARY
THE HOUSING AUTHORITY OF CITY
OF FAYETTEVILLE, ARKANSAS
1)1121. ----
CHAIRPERSON
DISPOSITION POLICY
Personal property belonging to the Housing Authority of the City of Fayetteville shall not
be sold or exchanged for less than fair value. Any personal property belonging to the
Housing Authority that is no longer needed for Housing Authority operations shall be
declared excess. Any such excess property valued at Five Hundred Dollar ($500.00) or
more, which is not being sold to a public body for a public use or to a non-profit
organization for low-income housing related purposes (e.g. a resident organization), shall
be sold at a public sale.
Sales of excess personal property shall be conducted in the following manner:
A. The Executive Director shall declare personal property that is worn out, obsolete
or surplus to the needs of the Housing Authority excess. All such declarations
shall be documented in writing. A survey to identify such property shall be
conducted at least once a year following the inventory.
B. If the estimated market value of the personal property offered for sale is less than
Five Hundred Dollars ($500.00), the Executive Director may negotiate a sale in
the open market after such informal inquiry as he or she considers necessary to
ensure a fair return to the Housing Authority. The sale shall be documented by an
appropriate bill of sale.
C. For sales of excess property valued between Five Hundred Dollars ($500.00) and
One Thousand Dollars ($1,000.00), the Executive Director shall solicit informal
bids orally, by telephone, or in writing from all known prospective purchasers and
a tabulation of all such bids received shall be prepared and retained as part of the
permanent record. The sale shall be documented by an appropriate bill of sale.
D. For sales of excess property valued at more than One Thousand Dollars
($1,000.00), a contract of sale shall be awarded only after advertising for formal
bids. The advertisement shall be posted at least fifteen (15) days prior to award of
the sale contract and shall be published in newspapers or circular letters to all
prospective purchasers. In addition, notices shall be posted in public places. Bids
shall be opened publicly at the time and place specified in the advertisement. A
tabulation of all bids received shall be prepared and filed with the contract as part
of the permanent record. The award shall be made to the highest bidder as to
price.
E. Notwithstanding the above, the sale or donation of personal property to a public
Body for public use or a non-profit organization for low-income housing related
purposes may be negotiated at its fair value subject to approval by the Board of
Commissioners. The transfer shall be documented by an appropriate bill of sale.
Personal property shall not be destroyed, abandoned, or donated without the prior
approval of the Board of Commissioners. The Executive Director shall make
every effort to dispose of excess personal property as outlined above. However, if
the property has no scrap or salvage value and a purchaser cannot be found, the
Executive Director shall prepare a statement detailing the prospective bidders
solicited and all other efforts made to sell the property, together with
recommendations as to the manner of disposition. This statement shall be referred
to the Board of Commissioners for its approval. A copy of the Board's approval,
together with the complete documentation in support of destruction, abandonment,
or donation, shall be retained as part of the permanent records.
NOW THEREFORE BE IT RESOLVED by the Commissioners of the Housing
Authonty of the City of Fayetteville, Arkansas that the Disposition Policy,
Resolution No. 726 be adopted.
PASSED AND APPROVED THIS !S DAY OF F{.6 , 2005
THE HOUSING AUTHORITY OF THE CITY
OF FAYETTEVILLE, ARKANSAS
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ATTEST:
S CRETARY
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RESOLUTION NO. 727
RESOLUTION APPROVING EXECUTION OF CONTRACT FOR
CAPITAL GRANT FUNDS ENGINEERING SERVICES
WHEREAS, the Fayetteville Housing Authority has solicited
Request For Proposals from three engineering professional
firms which will provide expertise to our agency for the
Capital Grant Funds program for the design, bidding,
administration and construction phases. The Fayetteville
Housing Authority received one competive bid at $35,670.
WHEREAS, the Fayetteville Housing Authority has completed
the procurement process required to obtain this bid and
will execute this contract for a three year period.
NOW THEREFORE BE IT RESOLVED BY THE BOARD OF COMMISSIONERS
OF THE FAYETTEVILLE HOUSING AUTHORITY that the Executive
Director is authorized to execute a contract for services
with Ledford Engineering and Planning LLC in accordance
with HUD guidelines and budgeted amount.
PASSED AND APPROVED THIS IS -
DAY OF Feb 2005.
ATTEST:
SECRETARY
THE HOUSING AUTHORITY OF THE CITY
OF FAYETTEVILLE, ARKANSAS
IRPERSON