The URL can be used to link to this page

Home My Public Portal About20121218minutes BOARD OF COMMISSIONERS BOARD MEETING DECEMBER 18, 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, December 18, 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 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. Regular Vincent 12-12 Crabtree 12-12 Rector 8-12 Washington 0-12 Mueller 12-12 Kolb 10-12 INFORMATIONAL ITEMS: A. The monthly Financial Statements, Balance Sheets and Income Statements for October 2012 and November 2012 were presented. B. Mr. Pollock presented the December 2012 Senior Newsletter. C. Mr. Pollock presented the monthly report for the Family Self-Sufficiency program. At this time there are 22 families on the program. The goal is to have 25 families under contract by the end of 2012. D. The annual Christmas Party is scheduled by January 18, 2013 at Bones Lounge & Restaurant. CONSENT AGENDA: A. Approval of the Regular Meeting Minutes for November 15, 2012. B. Approval of the Executive Session Meeting Minutes, November 15, 2012. C. List of Disbursements for the month of November 2012. (Exhibit #1, 12/18/2012) D. Occupancy Report for the month of November 2012. (Exhibit #2, 12/18/2012) Commissioner Kolb made the motion to approve the Consent agenda, seconded by Vice Chairman Crabtree. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. RESOLUTION NO. 4362 RESOLUTION APPROVING THE WRITE OFF OF TENANT ACCOUNTS RECEIVABLE See attached Resolution Commissioner Kolb made the motion to approve the proposed rent and damage write-offs for the month of November 2012 for Hamilton Towers, Westminster and Public Housing in the amount of $5,300.00. Commissioner Mueller seconded the motion. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #3, 12/18/2012) RESOLUTION NO. 4363 A RESOLUTION RESCINDING RESOLUTION NO. 4361 COMMENDING DORA WASHINGTON FOR SERVICE AS COMMISSIONER OF THE HOUSING AUTHORITY OF THE CITY OF JEFFERSON, MISSOURI See attached Resolution Mr. Pollock reported that during the November Board meeting the Commissioners passed a resolution commending Dora Washington for her service as a Commissioner. The resolution contained a signature line for the proposed resident commissioner, but the applicant was not presented to the Mayor for appointment. Vice Chairman Crabtree made the motion to rescind the resolution, seconded by Commissioner Mueller. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. MISSOURI ETHICS COMMISSION: Mr. Pollock presented the Financial Disclosure Statement for Political Subdivisions form that all elected and appointed officials of a political subdivision must complete and file with the Missouri Ethics Commission. Mr. Pollock stated that the Commissioners may file online, but that staff would need a copy to include in their individual files. RESOLUTION NO. 4364 A RESOLUTION APPROVING THE PURCHASE OF UPDATES TO THE CAMERA SYSTEM FOR DULLE AND HAMILTON TOWERS See attached Resolution During the November 2012 Board meeting Mr. Pollock presented a quote by Tech Electronics to revise/replace the recording equipment at Dulle & Hamilton Towers. It was the consensus of the Commissioners for staff to contact two additional companies for written quotes and present them at the December Board meeting. The following quotes were received: Sound Solutions (Mexico, MO) quoted pricing for system with 3TB storage capacity. $26,975.00 Electronic Video Systems (Springfield, MO) quoted 6TB storage capacity. $22,323.00 Tech Electronics (Columbia, MO) current provider and holds current maintenance contract for the systems. $23,790.00 Upgrade to 6TB storage $ 2,600.00 Vice Chairman Crabtree questioned if the companies included a response time and a maintenance contract in their proposals. Mr. Pollock stated that Tech Electronics response time would be ½ hour including a two (2) year maintenance contract. Electronic Video Systems indicated a minimum response time of four (4) hours and a one (1) year warranty on their equipment. Vice Chairman Crabtree was concerned that should the Board try to integrate Electronic Video Systems and Tech Electronics, that Tech Electronics would not provide maintenance coverage on equipment that was not purchased from their company. Vice Chairman Crabtree made the motion for Mr. Pollock to contact Tech Electronics and discuss their position under the current maintenance agreement on maintaining equipment supplied by another company and to approve Tech Electronics proposal should they decline maintaining services on another party’s equipment. Commissioner Kolb seconded the motion. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. RESOLUTION NO. 4365 RESOLUTION APPROVING EMPLOYEE HEALTH INSURANCE COVERAGE See attached Resolution At the previous Board meeting Mr. Pollock reported that staff reviewed a proposal from the current medical insurance carrier which called for a 20% increase in premium. Staff then compared rates with five (5) other entities (State, County, School District, Lincoln University and the City). Mr. Pollock reported that with only 29 employees the premium would be much higher for the Housing Authority for comparable coverage. After reviewing quotes from various vendors Mr. Pollock and staff recommended Housing Benefit Plans Premier Full PPO that guarantees less than a 1% increase over the current year. Vice Chairman Crabtree made the motion for Mr. Pollock to contact the City to see if the Housing Authority could be included in the health plan with the City of Jefferson; if that was not possible, then move forward with the Housing Benefit Plans Premier recommended by staff. Commissioner Mueller seconded the motion. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. RESOLUTION NO. 4366 RESOLUTION APPROVING THE BUDGET FOR FISCAL YEAR ENDING 03/31/2014 (PUBLIC AND ASSISTED HOUSING) AND 12/31/2013 (LIHTC PROPERTIES) See attached resolution Mr. Pollock stated that with approval of this Resolution which would approve the General Operating Budget covering all of the operations and activities of the Housing Authority and the Land Clearance for Redevelopment Authority, with different fiscal years for housing authority operations and tax credit property operations. The respective Budgets would be submitted to HUD as required by developments for approval following favorable action by the Board. Commissioner Kolb made the motion to approve the General Operating Budget, seconded by Vice Chairman Crabtree. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. CHANGES TO THE HOUSE RULES: Mr. Pollock reported that Mr. Pletz and staff finalized the review and modifications to the Public Housing Lease including the House Rules for Public Housing and Hamilton Towers. Each Housing Authority is required to post the proposed changes allowing the tenants a 30 day comment period. Vice Chairman Crabtree made the motion for staff to post the proposed Public Housing Lease and the House Rules for Public Housing and Hamilton Towers allowing a 30 day comment period and to present to the Board following the 30 day comment for approval. Commissioner Kolb seconded the motion. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. RESOLUTION NO. 4367 RESOLUTION APPROVING RENEWAL OF PROPERTY AND FIRE/CASUALTY INSURANCE FOR TAX CREDIT PROPERTIES See attached Resolution Mr. Pollock reported that Naught-Naught was the Agency for Fire & Extended Coverage, Directors & Officers Liability and Employment Practices Liability Insurance for the Tax Credit properties. During a recent meeting with representatives from Naught-Naught they recommended Acuity Insurance based in Milwaukee, Wisconsin with a savings of $14,000.00 over the current provider. Vice Chairman Crabtree made the motion to renew with Naught-Naught Agency with Acuity as the underwriter, seconded by Commissioner Kolb. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. Vice Chairman Crabtree made the motion for staff to put together a three year bid proposal in September 2013 for the Tax Credit properties. Commissioner Kolb seconded the motion. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. MAILBOX REPLACEMENT: Mr. Pollock stated that bids were received for the replacement of secure cluster mailboxes at Capital City Apartments. The low bidder was within the Procurement requirement, therefore no action was necessary. PERSONNEL: Mr. Pollock requested permission to attend the Public Housing Authorities Director’s Association Conference, January 13-16th, 2013 in San Diego, California. Commissioner Kolb made the motion to approve the travel request, seconded by Commissioner Mueller. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. NEXT MEETING: January 22, 2013 at 7:30 a.m. Commissioner Kolb made the 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: Crabtree, Mueller, Kolb, Vincent NAYS: None ABSENT: Washington, Rector Following adjournment of the executive session, the Board reconvened in open session. Commissioner Kolb made the motion to adjourn the meeting, seconded by Vice Chairman Crabtree. Upon unanimous favorable vote, the motion was approved. Larry Vincent, Chairman ATTEST: Allen Pollock, Secretary