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HomeMy WebLinkAbout2005-02-15 - Minutes - Archive• • • 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 • • • • 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 • • • 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 • • • 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 • • 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 • 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. • ATTEST: S% (A(),, SECRETARY • 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 • • • • 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 • • • 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 • 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 • ATTEST: S CRETARY • 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