HomeMy Public PortalAbout20120828minutesBOARD OF COMMISSIONERS
BOARD MEETING
AUGUST 28, 2012
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, August 28, 2012, 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 Dennis Mueller, Larry Kolb and Penney Rector. Also
in attendance were Allen Pollock, Executive Director; Jack Pletz, Legal Counsel; Jim Jenkins,
Deputy Director; Sonya Ross, Administrative Assistant, and one member of the general public.
R
Vincent
12-12
Crabtree
12-12
Rector
10-12
Washington
0-12
Mueller
12-12
Kolb
8-9
APPEARANCE BEFORE THE BOARD:
Ms. Karen Harris, LaSalette Apartments, appeared before the Board regarding several matters
involving her tenancy.
Vice Chairman Crabtree made the motion to adjourn into Executive Session for the purpose of
considering the following matters:
-Welfare cases of identifiable individuals, under Section 610021(8) RSMO.
Commissioner Kolb seconded the motion. Upon roll call vote, the motion was approved.
AYES: Kolb, Rector, Crabtree, Mueller, Vincent
NAYS: None
ABSENT: Washington
Following th Board's closed session, the Board reconvened in open session.
INFORMATIONAL ITEMS:
A. The monthly Financial Statements, Balance Sheets and Income Statement for July 2012,
were presented.
B. Mr. Pollock presented the August, 2012 Elderly Newsletter.
C. Chera Lampe, Section 8 Manager successfully completed the Public Housing Occupancy
Training and Examination established by the National Association of Housing and
Redevelopment Officials.
D. Mr. Pollock presented the Public Housing Assessment System (PHAS) High Performer score
of 90% for the Jefferson City Housing Authority.
E. Mr. Pollock presented the Public Housing Assessment System Capital Fund Occupancy
Calculation Report with a High Performer score of 99.4% for the Jefferson City Housing
Authority.
CONSENT AGENDA:
A. Approval of the Regular Meeting Minutes for July 17, 2102.
B. Approval of the Executive Session Meeting Minutes for July 17, 2102.
C. List of Disbursements for the month of July 2012. (Exhibit #1, 8/28/2012)
D. Occupancy Report for the month of July 2012. (Exhibit #2, 8/28/2012)
Commissioner Mueller made the motion to approve the Consent Agenda, seconded by
Commissioner Kolb. Upon unanimous favorable vote, Chairman Vincent declared the motion
approved.
RESOLUTION NO. 4347
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 July 2012, for LaSalette, Capitol City, Hamilton Towers and Public Housing in the amount
of $5,428.50. Vice Chairman Crabtree seconded the motion. Upon unanimous favorable vote,
Chairman Vincent declared the motion approved. (Exhibit #3, 8/28/2012)
SMOKING IN PUBLIC HOUSING:
At the previous Board meeting the Commissioners directed staff to prepare a survey for the residents
of Herron and LaSalette Apartments regarding their input on increasing the minimum required
smoking distance from the apartment buildings. Mr. Pollock will present the survey results to
Councilwoman Carroll.
RESOLUTION NO. 4348
RESOLUTION APPROVING AUDIT SERVICES FOR LOW INCOME HOUSING TAX CREDIT
PROPERTIES
See attached Resolution
Mr. Pollock reported that staff issued a Request for Proposals for audit services for the Housing
Authority's four low income housing tax credit properties and received nine responses.
Annual Cost
Baer Edington
$42,500.00
Bender, Wellman, Thomas & Co.
$34,000.00
Clifton, Larson, Allen, LLP
$36,040.00
Evers & Co, CPA's, LLC
$32,000.00
Lisa C. Wright, CPA, LLC
$24,880.00
Purk & Associates, PC
$33,400.00
Rezneck Group, PC
$34,000.00
RubinBrown, LLP
$30,000.00
Williams -Keepers, LLC
$34,000.00
Based upon their evaluations of the bidders and their proposals, Mr. Pollock stated that staff
recommended continuing with RubinBrown. They noted that RubinBrown had substantial
experience with low-income tax credit projects, while the low bidder indicated no such experience.
If the Housing Authority would enter into a three-year agreement the cost would not increase during
the three years.
Commissioner Kolb made the motion to approve the proposed three-year agreement submitted by
RubinBrown, LLP. Commissioner Mueller seconded the motion. Upon unanimous favorable vote,
Chairman Vincent declared the motion approved. (Exhibit #4, 8/28/2012)
ROOF REPLACEMENT IN PUBLIC HOUSING:
Mr. Pollock reported that staff publicly advertised for bids for roof replacement in public housing,
using capital funds received from HUD. The following seven bids were received:
Bill's Roofing
$287,416.42
Luecke's Roofing, LLC
$288,66030
Martin's Lawn & Landscaping
$314,470.00
Franklin County Construction
$375,161.24
Midwest Roofing
$405,370.00
G & R Construction Inc.
$390,478.46
GBH Builders, Inc.
$556,553.25
Following review of the four separate parts of the seven bids, it was the consensus of the
Commissioners for Mr. Jenkins to contact Luecke's Roofing, LLC regarding his proposal for
replacing the roofs on all complexes. If Mr. Luecke would agree to splitting the roofing contracts
so that the low bidders in each of the four types of buildings were awarded that part of the bid, it
would save the Housing Authority an additional $7,110.00. Chairman Vincent reviewed the spread
sheet and noticed a math error. Mr. Jenkins will make the necessary corrections to the spread sheet
following the Board meeting. Mr. Pollock will notify the Commissioners by e-mail regarding the
corrected spread sheet results and the conclusion of the meeting between staff and Mr. Luecke.
(Exhibit #5, 8/28/2012)
RESOLUTION NO. 4349
RESOLUTION APPROVING ALARM MONITORING SERVICES CONTRACT
See attached Resolution
Mr. Pollock presented the three bids received for alarm monitoring services and recommended
Midwest Electronic Systems for installation and monitoring of Intrusion Alarm Equipment,
monitoring Nurse Call Systems and monitoring of the Fire Alarm Systems.
Midwest Electronic Systems $24,520.00
Tech Electronics $33,841.74
Central Security Systems $34,484.00
Commissioner Kolb made the motion to approve Midwest Electronic Systems in the amount of
$24,520.00, seconded by Commissioner Rector. Upon unanimous favorable vote, Chairman Vincent
declared the motion approved. (Exhibit #6, 8/28/2012)
RESOLUTION NO. 4350
RESOLUTION APPROVING DENTAL INSURANCE BENEFITS
See attached Resolution
Mr. Pollock reported that it was time to place the dental insurance for employees. Assurant
Employee Benefits provides coverage now for dental and life insurance, with a current annual rate
of $23,233.92. The staff publicly advertised for proposals. The Housing Authority received the
following four responses.
Assurant Dental
$24,396.24
Delta Dental
$19,574.52
UHC
$18,005.64
MetLife
$17,967.48
Commissioner Rector made the motion to approve MetLife, seconded by Vice Chairman Crabtree.
Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #7,8/28/2012)
REQUEST BY THE CHAMBER OF COMMERCE:
Mr. Pollock presented a request from the Chamber of Commerce to use the parking lot at the comer
of McCarty and Bolivar Street that is owned by the Housing Authority. On October 25' the Capitol
Plaza Hotel is hosting the Business Showcase Trade Show and parking is limited at the hotel.
Vice Chairman Crabtree made the motion to approve the parking request subject to the Chamber
of Commerce agreeing to the standard License Agreement as prepared by Mr. Pletz. Commissioner
Mueller seconded the motion. Upon unanimous favorable vote, Chairman Vincent declared the
motion approved.
RESOLUTION NO. 4351
RESOLUTION APPROVING CHANGES TO THE ADMISSION AND CONTINUED
OCCUPANCY PLAN (ACOP)
See attached Resolution
With approval of the Resolution Mr. Pollock will submit the proposed amendments to the current
Statement of Policies Governing the Public Housing Admissions and Continued Occupancy Plan
Policy to HUD for approval. A public hearing was held with no comments received during the 30
day comment period. (Exhibit8 8,8/28/2012)
RESOLUTION NO. 4352
RESOLUTION APPROVING CHANGES TO THE ADMINISTRATIVE PLAN
See attached Resolution
Mr. Pollock stated that adoption of this Resolution would allow a revised Section 8 Administrative
Plan governing the operations of the Housing Choice Voucher Program to conform to the current
HUD regulations. (Exhibit #9, 8/28/2012)
Commissioner Rector made the motion to approve Resolutions 4351 and 5452, seconded by Vice
Chairman Crabtree. Upon unanimous favorable vote, Chairman Vincent declared the motion
approved.
TAX ABATEMENT REQUEST:
Previously Mr. Pollock presented documents from Michael Berry regarding a request for certification
for a ten-year tax abatement pursuant to section §99.700 for property located at 128 E. High Street.
The Commissioners of the Land Clearance for Redevelopment Authority tabled the request and
asked for additional information. Mr. Pollock contacted Mr. Berry requesting that he provide the
Commissioners with additional items, two of which have not yet been received.
Vice Chairman Crabtree made the motion to approve the tax abatement application subject to Mr.
Berry providing the Commissioners with the building permit and the front elevation report.
Commissioner Kolb seconded the motion. Upon unanimous favorable vote, Chairman Vincent
declared the motion approved.
TAX ABATEMENT APPLICATION:
Mr. Pollock presented a tax abatement application to the Land Clearance for Redevelopment
Authority and reported that James Wisch, President of WAVCO Construction, was representing the
James G. Tergin Living Trust, Mr. James G. Tergin, Trustee, for property located at 130 East High
Street. Mr. Pollock advised the Commissioners that the application was complete.
Vice Chairman Crabtree made the motion to approve the tax abatement application, seconded by
Commissioner Kolb. Upon unanimous favorable vote, Chairman Vincent declared the motion
approved.
NEXT MEETING: September 25, 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 ofparticular 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 adjournment of the executive session, the Board reconvened in open session.
Commissioner Rector made the motion to adjourn the meeting, seconded by Vice Chairman
Crabtree. Upon unanimous favorable vote, the motion was approved.
ATTEST:
Allen Pollock, Secretary
Larry Vincent, Chairman