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HomeMy Public PortalAbout20121016minutesBOARD OF COMMISSIONERS BOARD MEETING OCTOBER 16, 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, October 16, 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, Penney Rector and Larry Kolb. 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. Re'ular Vincent 12-12 Crabtree 12-12 Rector 10-12 Washington 0-12 Mueller 12-12 Kolb 9-11 PUBLIC HEARING / PRESENTATION OF ANNUAL AUDIT: Mr. Dale Siebeneck, Evers & Company, Certified Public Accountants, Jefferson City, Missouri, presented the annual audit report for the fiscal year ending 3/31/2012. Mr. Siebeneck stated that the Housing Authority met all standards and was given a clean opinion with no major audit findings. Vice Chairman Crabtree suggested that the Independent Accountants Reports be addressed to the Board of Commissioners instead of the Board of Directors and individually signed, rather than by Evers & Company, CPA's L.L.C.. Mr. Siebeneck stated that the Audit Reports were issued by the Evers & Company, CPA's L.L.C, not individuals. INFORMATIONAL ITEMS: A. The monthly Financial Statements, Balance Sheets and Income Statements for September 2012, were presented. B. On Friday, October 25, 2012, the Mid -Missouri Legal Services and the University of Missouri School of Law is sponsoring a free clinic regarding Health Care Powers of Attorney, at the Clark Senior Center. C. Mr. Pollock reported that November is the Housing Authority's Annual Board Meeting for election of officers. D. The Jefferson City Housing Authority was awarded a HUD Grant to extend the Section 8 Family Self -Sufficiency Program for another year. CONSENT AGENDA: A. Approval of the Regular Meeting Minutes for September 25, 2012. B. Approval of the Executive Session Meeting Minutes, September 25, 2012. C. List of Disbursement for the month of September 2012. (Exhibit #1. 10/16/2012) D. Occupancy Report for the month of September 2012. (Exhibit #2,10/16/2012) Vice Chairman Crabtree made the motion to approve the Consent Agenda, seconded by Commissioner Mueller. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. RESOLUTION NO. 4357 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 September 2012 for Capital City Apartments and Public Housing in the amount of $6,011.90. Commissioner Kolb seconded the motion. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #3.10/16/2012) RESOLUTION NO. 4358 RESOLUTION ACCEPTING THE ANNUAL AUDIT OF THE JEFFERSON CITY HOUSING AUTHORITY OPERATIONS FOR FYE 03/31/2012 See attached Resolution Vice Chairman Crabtree made the motion to accept the audit report as presented by Evers & Company. Commissioner Kolb seconded the motion. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #4, 10/16/2012) RESOLUTION NO. 4359 RESOLUTION APPROVING MARKET VALUE FLAT RENT STUDY UPDATE FOR 2013 See attached Resolution Mr. Pollock presented the required assessment of the Jefferson City Housing Authority's current Market Value Flat Rents conducted by Management Resource Group, Inc. The study was performed using HUD guidelines for establishing the Rent Reasonableness. Their recommendation was to lower the rent by 10% for 2013. Vice Chairman Crabtree made the motion to approve the Resolution, seconded by Commissioner Rector. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #5,10/16/2012) SELECTION OF BID PRICING FROM BIDS SUBMITTED: Mr. Pollock reported that he and Mr. Pletz reviewed HUD's Instructions to Bidders for Contracts following a meeting between Chairman Vincent and Vice Chairman Crabtree. Staff has been advised to include in all upcoming specifications that the Housing Authority will award individual contracts for each location. INSTALLATION OF SOLAR PANELS: Mr. Pollock reported that he asked a solar energy firm in Jefferson City to look at two of the LIHTC properties for replacement of lighting and solar panels for electric and hot water installation. A proposal was received which Mr. Pollock would like to pursue with the tax credit owners of the properties. Mr. Pollock reported that the Authority would see a return on the investment after applying for any available tax credits and a rebate from Union Electric. Mr. Pollock stated that the Housing Authority properties have lighting fixtures that require TI 2 bulbs which are no longer produced and will require replacing the bulb with a T5. It was the consensus of the Commissioners for Mr. Pollock to contact a Licensed Mechanical Engineer and provide additional information at a future Board meeting. PERSONNEL: Mr. Pollock stated that his vehicle has 100,000 miles and requested permission to replace the vehicle. It was the consensus of the Board that a Suburban was in the excess of $50,000 and for Mr. Pollock to look at a smaller vehicle and provide additional information at the next Board meeting. NEXT MEETING: November 20, 2012 at 7:30 a.m. Commissioner Rector 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 Kolb seconded the motion. Upon roll call vote, the motion was approved. AYES: Rector, Crabtree, Mueller, Kolb, Vincent NAYS: None ABSENT: Washington Following 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