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Home My Public Portal About20111221minutesBOARD OF COMMISSIONERS BOARD MEETING DECEMBER 21, 2011 The Regular Meeting of the Board of Commissioners of the Housing Authority of the City of Jefferson, Missouri, was held at 7:30 a.m. on Tuesday, December 20, 2011, in the Board room at the Housing Authority office, 1040 Myrtle Avenue, Jefferson City, Missouri. ROLL CALL: On roll call, the following were in attendance: Chairman Larry Vincent, Vice Chairman Jim Crabtree, and Commissioners Penney Rector, Dennis Mueller and Larry Kolb. Also in attendance were Allen Pollock, Executive Director; Jack Pletz, Legal Counsel; Jim Jenkins, Deputy Director; Sonya Ross, Administrative Assistant and several members of the general public. Chairman Vincent declared a quorum present. OATH OF OFFICE: Larry Kolb executed the Oath of Office and Appointment Documents as a Commissioner. Chairman Vincent welcomed him to the Housing Authority Board of Commissioners. APPEARANCE BEFORE THE COMMISSIONERS: Mr. Stanley Cowan with Smokefree Jefferson City, spoke at the November 2011 Board meeting requesting that the Commissioners consider making LaSalette Apartments a non-smoking building. Mr. Cowan asked if a decision has been reached by the Commissioners and if additional assistance was needed. Vice Chairman Vincent stated that a decision had not been made at this time. Ms. Angie Marie indicated that she was concerned about the amount of time it was taking for a decision. She provided additional written information for the Commissioners to review. Vice Chairman Crabtree apologized for the time frame, and stated that the Commissioners were working toward a solution. Rei lar Special Vincent 12-12 2-2 Crabtree 12-12 2-2 Rector 11-12 1-2 Washington 1-12 1-2 Mueller 7-7 Kolb 1-1 OATH OF OFFICE: Larry Kolb executed the Oath of Office and Appointment Documents as a Commissioner. Chairman Vincent welcomed him to the Housing Authority Board of Commissioners. APPEARANCE BEFORE THE COMMISSIONERS: Mr. Stanley Cowan with Smokefree Jefferson City, spoke at the November 2011 Board meeting requesting that the Commissioners consider making LaSalette Apartments a non-smoking building. Mr. Cowan asked if a decision has been reached by the Commissioners and if additional assistance was needed. Vice Chairman Vincent stated that a decision had not been made at this time. Ms. Angie Marie indicated that she was concerned about the amount of time it was taking for a decision. She provided additional written information for the Commissioners to review. Vice Chairman Crabtree apologized for the time frame, and stated that the Commissioners were working toward a solution. INFORMATIONAL ITEMS: A. The monthly Financial Statements, Balance Sheets and Income Statements for November 2011, were presented. B. Mr. Pollock presented a letter from United Way of Central Missouri Foundation acknowledging the memorial contribution from the Board of Commissioners and staff of the Jefferson City Housing Authority. C. Mr. Pollock presented a letter from HUD regarding compensation paid to public housing agency employees, indicating basic pay cannot exceed level IV of the Federal Executive Schedule in the amount of $155,500.00. D. Christmas Dinner, Bones Lounge & Restaurant, January 12, 2012. CONSENT AGENDA: A. Approval of the Annual Meeting Minutes for November 15, 2011. B. Approval of the Executive Session Meeting Minutes, November 15, 2011. C. List of Disbursements for the month of November 2011. (Exhibit #1.12/20/2011) D. Occupancy Report for the month of November 2011. (Exhibit #2.12/20/2011) Commissioner Rector made the motion to approve the Consent Agenda, seconded by Commissioner Mueller. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. RESOLUTION NO. 4316 RESOLUTION APPROVING THE WRITE OFF OF TENANT ACCOUNTS RECEIVABLE See attached Resolution Commissioner Rector made the motion to approve the proposed rent and damage write-offs for the month of November 2011, for LaSalette, Linden Elderly, Hamilton Towers and Public Housing in the amount of $4,946.00. Vice Chairman Crabtree seconded the motion. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #3,12/20/2011) RESOLUTION NO. 4317 RESOLUTION COMMENDING PHIL FREEMAN FOR HIS SERVICES AS COMMISSIONER OF THE HOUSING AUTHORITY AND THE LAND CLEARANCE FOR REDEVELOPMENT AUTHORITY See attached Resolution Vice Chairman Crabtree made the motion to honor Phil Freeman by presenting him with a Resolution expressing deep appreciation for his efforts and contributions while serving on the Board of Commissioners of the Housing Authority and the Land Clearance for Redevelopment Authority. Commissioner Kolb seconded the motion. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #4.12/20/2011) RESOLUTION NO. 4318 RESOLUTION APPROVING STORM WATER DRAINAGE EASEMENT AT JEFFERSON CITY DAY CARE CENTER See attached Resolution Mr. Pollock reported that with approval of this Resolution, Chairman Vincent would be authorized to sign the Storm Water Drainage Easement that crosses a tract of land scheduled to be sold to the Jefferson City Day Care. The Easement would then be conveyed to the City of Jefferson. Vice Chairman Crabtree made the motion to approve the Resolution, seconded by Commissioner Kolb. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #5, 12/20/2011) RESOLUTION NO. 4319 RESOLUTION APPROVING SANITARY SEWER EASEMENT AT JEFFERSON CITY DAY CARE CENTER See attached Resolution With approval of this Resolution, Chairman Vincent would be authorized to sign the Sanitary Sewer Easement that crosses a tract of land scheduled to be sold to the Jefferson City Day Care. The Easement would then be conveyed to the City of Jefferson. Vice Chairman Crabtree made the motion to approve the Resolution, seconded by Commissioner Muller. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #6. 12/20/2011) RESOLUTION NO. 4320 RESOLUTION APPROVING ELECTRIC POWER LINE EASEMENT AT JEFFERSON CITY DAY CARE CENTER See attached Resolution Mr. Pollock stated that this easement covers an existing electric power line crossing the northerly edge of the tract of land scheduled to be sold to the Jefferson City Day Care Center. Vice Chairman Crabtree made the motion to approve the easement, seconded by Commissioner Rector. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #7, 12/20/2011) RESOLUTION NO. 4321 RESOLUTION APPROVING THE INGRESS AND EGRESS EASEMENT AT THE JEFFERSON CITY DAY CARE CENTER See attached Resolution Mr. Pollock reported that the drive off of Myrtle Street crosses a small section of Housing Authority property. With approval of this Resolution the Jefferson City Day Care would be authorized to cross from the City's right-of-way over the Housing Authority's property in order to use the parking lot in front the of the Day Care. Vice Chairman Crabtree made the motion to authorize the Ingress & Egress Easement to the Jefferson City Day Care, seconded by Commissioner Mueller. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #8,12/20/2011) RESOLUTION NO. 4322 RESOLUTION EXPRESSING INTENT TO GRANT EASEMENTS TO THE CITY OF JEFFERSON FOR ALL SANITARY AND STORM WATER SEWERS ON PUBLIC HOUSING PROPERTY See attached Resolution Mr. Pollock reported that when the public housing neighborhoods were developed the easements for the sanitary and storm sewer services were never executed and thus never dedicated to the City of Jefferson. Mr. Pollock discussed this with Cole County Title Company who expressed some concern. Vice Chairman Crabtree made the motion to express the intent of the Jefferson City Housing Authority Board to develop easement documents and transfer such use of the land to the City of Jefferson. Commissioner Rector seconded the motion. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. ANNUAL HEALTH INSURANCE CONTRACT FOR EMPLOYEE BENEFIT PLAN: Mr. Pollock stated that following the November 2011, Board meeting he had discussions with Board members regarding the benefit coverage for employees with dependent coverage, vs. employees with no dependents. It was the consensus of the Board to continue discussions, with Chairman Vincent and provide additional information at a future Board meeting. RESOLUTION NO. 4323 RESOLUTION APPROVING CHANGES IN THE FAMILY SELF-SUFFICIENCY PROGRAM ACTION PLAN See attached Resolution Previously the Board approved the Family Self -Sufficiency Program Action Plan for residents on the Housing Choice Voucher Program that started in April 2011. The Housing Authority has a Cooperative Agreement with twenty three agencies in Jefferson City and a community based committee overseeing the program. Following a recent committee meeting it was recommended that the Cooperative Agreement be changed to a Working Agreement stating that the Housing Authority would work with those twenty three agencies to provide services. Commissioner Rector made the motion to approve the recommended changes to the Action Plan, seconded by Commissioner Mueller. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. Chairman Vincent suggested that after the changes are made to the Action Plan, Mr. Pollock provide the Board with a copy. RESOLUTION NO. 4324 RESOLUTION APPROVING RENEWAL OF THE PROPERTY INSURANCE COVERAGE FOR ALL NON -TAX CREDIT HOUSING UNITS WITH MHAPCI See attached Resolution Mr. Pollock reported that it was not a HUD requirement for the Housing Authority to bid out property insurance for the Non -Tax Credit Housing Units if the Authority was insuring with the State Pool. In 2011 the State Pool decided not to insure the Non -Tax Credit Housing Units, therefore the Housing Authority bid out total coverage. Naught -Naught was the low bid for the tax credit units and their price for public housing was equal to the premium from MHAPCI. Mr. Pollock stated that MHAPCI was offering a membership premium reduction in the amount of $30,126.80. Commissioner Kolb made the motion to approve the renewal for all public housing units with MHAPCI, seconded by Commissioner Rector. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. RESOLUTION NO. 4325 RESOLUTION APPROVING TRAVEL EXPENSE FOR EXECUTIVE DIRECTOR TO ATTEND PHADA ANNUAL MEETING JANUARY 7-11 2012 Mr. Pollock stated that with approval of this Resolution he would be authorized to attend the PHADA Annual Meeting. Commissioner Kolb made the motion to approve the travel request, seconded by Commissioner Rector. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. PERSONNEL: Hiring of Kyle Schellman, Maintenance Worker SMOKING ISSUES: Mr. Stanley Cowan and Angie Marie provided additional information regarding smoking concerns at LaSalette Apartments. Ms. Marie verified that she was offered an unit at Herron Apartments, but said that she was unable to move due to the additional cost involved. Mr. Cowan distributed information to the two new Commissioners regarding Health Law Ethics and Smoking in Public Housing for their review. NEXT MEETING: January 17, 2012 at 7:30 a.m. Vice Chairman Crabtree made a motion to adjourn into Executive Session for the purpose of considering the following matters: -Legal action involving the Housing Authority and confidential or privileged communication with its attorney, under Section 610.021(1) RSMO. -Leasing, purchase or sale of real estate by the Housing Authority when public knowledge of the transaction might adversely affect the legal consideration therefore, under Section 610.021(2) RSMO; -Hiring, firing, disciplining or promotion of particular employees when personal information about the employee is to be discussed or recorded, under Section 610.021(3) RSMO. -Welfare cases of identifiable individuals, under Section 610.021(8) RSMO. Commissioner Mueller seconded the motion. Upon roll call vote, the motion was approved. AYES: Rector, Kolb, Crabtree, Mueller, Vincent NAYS: None ABSENT: Washington Following the adjournment of the executive session, the Board reconvened in open session. Vice Chairman Crabtree made the motion to adjourn the meeting, seconded by Commissioner Rector. Upon unanimous favorable vote, the motion was approved. ATTEST: Allen Pollock, Secretary Larry Vincent, Chairman