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HomeMy WebLinkAbout2009-08-27 - Minutes - ArchiveMINUTES OF THE AUGUST 27, 2009 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 6:00 p.m., August 27, 2009, in the City Administration Building, Room 326, Fayetteville, AR: Olivia Hom, Chairperson called the meeting to order at approximately 6:00 p.m. Commissioners Present: Olivia Horn, Mark Kinion, Leon Jones, Jr. and Hugh Earnest Commissioners Absent: None Others Present: Fredia Sawin and Laura Higgins (Fayetteville Housing Authority) New Business A. Approval of Minutes of Previous Regular Meeting -Mr. Kinion motioned to accept the June 25, 2009 Regular Minutes, seconded by Mr. Earnest and carried unanimously. B. Approval of June 2009 Financial Statements -Financial Statements were reviewed and motion was made by Mr. Kinion to accept the June 2009 Financial Statements, seconded by Mr. Earnest and carried unanimously. C. Approval of July 2009 Financial Statements -Motion was made by Mr. Kinion to accept the July 2009 Financial Statements, seconded by Mr. Jones and carried unanimously. D. Approval of Resolution No. 847, Accepting the Financial Audit Statements for Fiscal Year Ended September 30, 2008 -Ms. Horn advised that there was no "findings" in the audit report for fiscal year ending September 30, 2008. Mr. Kinion motioned to accept Resolution No. 847, seconded by Mr. Jones and - carried unanimously. E. Approval of Resolution No. 848, To Write-off Checks from the Fayetteville Housing Authority Funds Outstanding Over Six Months from Date of Issuance - Ms. Sawin advised that these items represents checks that were not cashed and are over six months old. Mr. Kinion motioned to accept Resolution No. 848, seconded by Mr. Earnest and carried unanimously. F. Executive Directors Report -(Mr. Earnest requested that this item be moved up on the agenda). Ms. Sawin gave her written report. Ms. Sawin requested a motion from the board to accept Ms. Gibson's resignation as she never formally gave one in writing and has since moved out of state. Ms. Sawin explained that in order to remain on the board as a Resident Commissioner they must live in the city limits of Fayetteville. Mr. Earnest motioned to allow Ms. Sawin to send the appropriate letter to the City of Fayetteville for publication, seconded by Mr. Jones and carried unanimously. Mr. Jones stated that the By -Laws need to be amended to include language that states that if so many meetings are missed the commissioner will automatically be taken off of the board. Mr. Jones and the remainder of the board agreed that three consecutive board meetings with or without excuse. Ms. Sawin will include this change in the By -Laws which are in the process of being amended. Language in the By -Laws also need to reflect that all due diligence will be given to replace this position with a participant of the Housing Authority, after that will go it will be advertised to the general public. Mr. Jones requested that a RFP be sent out nationwide requesting a bid for a Natural Disaster Policy and see if anyone will take the bid in a larger geographical area. Mr. Jones requested that the information be forwarded to him and he will send it out to some businesses that he knows and see maybe if they will do it pro bono. Again the Natural Disaster Policy should be directed towards the Hillcrest Towers building. The AT&T TeleConference with a representative of Federal Home Loan Bank is scheduled for Friday afternoon, September 11, 2009 at 1:30p.m. Ms. Sawin will email everyone's code number when she receives it. Mr. Jones requested to attend the National NAHRO meeting in October located in Washington D.C. The remainder of the board agreed and requested that Mr. Jones give a report or training to the remainder of the commissioners who are unable to attend. Ms. Sawin will make the arrangements. Ms. Sawin reported that the chiller being installed at Hillcrest Towers and the cabinets at Morgan Manor are on track and everything is going well. G. Executive Director's Annual Evaluation -Mr. Earnest motioned to go into Executive Session to review Ms. Sawin's annual evaluation, seconded by Mr. Jones and carried unanimously. The board reconvened and gave their report. Ms. Sawin was commended for a job well done and the board advised her to tell all the employees that they have down a great job as well. All suggested items given last year at Ms. Sawin's evaluation were completed satisfactorily. Ms. Horn and Mr. Kinion suggested some more public promotion in the upcoming year. There being no further business, meeting was adjourned. THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE, ARKANSAS CHAIRPERS ATTEST: SECRETARY