HomeMy Public PortalAbout20130122minutesBOARD OF COMMISSIONERS
BOARD MEETING
JANUARY 22, 2013
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, January 22, 2013 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.
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 Statement for December
2012 will be presented at the February meeting
B. Mr. Pollock presented the January 2013 Senior Newsletter.
C. Mr. Pollock presented the monthly report for the Family Self-Sufficiency program. The goal
for 2012 was reached with 25 families under contract.
D. Mr. Pollock presented the score of 93 established by the Public Housing Assessment System
(PHAS) and the Housing Authority was designated a High Performer.
CONSENT AGENDA:
A. Approval of the Regular Meeting Minutes for December 18, 2012.
B. Approval of the Executive Session Meeting Minutes, December 18, 2012.
C. List of Disbursements for the month of December 2012. (Exhibit #1, 1/22/13)
D. Occupancy Report for the month of December 2012. (Exhibit #2, 1/22/13)
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. 4368
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 December 2012 for Capital City Apartments, Hamilton Towers, Westminster and Public
Housing in the amount of $2,720.99. Commissioner Rector seconded the motion. Upon unanimous
favorable vote, Chairman Vincent declared the motion approved. (Exhibit #3, 1/22/13)
COMMISSIONER APPOINTMENT:
Mr. Pollock reported that the Mayor’s appointment for a tenant Commissioner should be submitted
to the City’s Administrative Committee for approval on Wednesday the 23rd. Following the
Committees approval the individual will be submitted to the City Council for final approval during
the February meeting.
RESOLUTION NO. 4369
A RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF JEFFERSON,
MISSOURI, APPROVING PHA CERTIFICATION OF COMPLIANCE WITH PHA PLANS AND
REGULATIONS FOR THE STANDARD 5-YEAR PLAN AND THE ANNUAL PHA PLAN FOR
2013
With approval of this Resolution Mr. Pollock and Chairman Vincent would be authorized to sign and
submit the new Five Year Plan of the Jefferson City Housing Authority to HUD. Each housing
authority is required to hold a public meeting with the tenants and compile a Five Year Plan
containing all the documents and policies that have been revised in compliance with the law.
The PHA Plans and Related Regulations - Progress in Meeting Our Mission and Goals refers to a
paragraph indicating that the Jefferson City Daycare is housed in one of the Housing Authority
buildings. The Jefferson City Day Care recently purchased the Day Care property from the Housing
Authority.
Commissioner Kolb made the motion to amend and approve the PHA Certifications of Compliance
with PHA Plans and Related Regulations and submit to HUD for approval. Commissioner Mueller
seconded the motion. Upon unanimous favorable vote, Chairman Vincent declared the motion
approved. (Exhibit #4, 1/22/13)
RESOLUTION NO. 4370
RESOLUTION APPROVING REVISIONS TO THE PUBLIC HOUSING LEASE AND THE
PUBLIC HOUSING HOUSE RULES
See attached Resolution
At the previous Board meeting the Commissioners approved posting the proposed Public Housing
Lease and the House Rules for Public Housing and Hamilton Towers allowing a 30 day comment
period. Mr. Pollock stated that no comments have been received to date for Public Housing and the
closing of the comment period is Friday, January 25, 2013 at 4:30 p.m.
Mr. Pollock stated that the basic change to the Public Housing Lease and House Rules involved the
treatment of bedbugs. At this time the Housing Authority has been covering the cost of the
treatments with an estimated cost of $500.00 to $750.00 per unit. Several of the apartments have
required the exterminator to retreat numerous times due to visitors and/or tenants entering unit
carrying bedbugs.
Commissioner Kolb made the motion to approve the Public Housing Lease and House Rules subject
to staff not receiving any comments from the tenants and to incorporate the estimated treatment cost
in the Maintenance Charge List and provide the tenants with the updated list. Commissioner
Mueller seconded the motion. Upon unanimous favorable vote, Chairman Vincent declared the
motion approved. (Exhibit #5, 1/22/13)
RESOLUTION NO. 4371
RESOLUTION APPROVING THE HOUSE RULES FOR HAMILTON TOWER
See attached Resolution
Mr. Pollock reported that during the December Board meeting the Board approved submitting the
Hamilton Towers House Rules to the residents allowing a 30 day comment period. Mr. Pollock
stated that the House Rules for Hamilton Towers do not require a 30 day comment period and the
notification stated that the House Rules would be effective in 30 days.
With approval of this Resolution the resident units that have become infested will be treated at
Management’s expense on the first occasion along with one follow-up treatment. Following the
initial and follow-up treatments any additional treatments will be passed onto the residents. The
minimum cost to the resident for the chemical treatment is $125.00 and the minimum cost for the
heat treatment will be $750.00.
Commissioner Kolb made the motion to approve the Hamilton Towers House Rules, seconded by
Commissioner Rector. Upon unanimous favorable vote, Chairman Vincent declared the motion
approved. (Exhibit #6, 1/22/13)
RESOLUTION NO. 4372
RESOLUTION APPROVING AMENDMENTS TO THE PROCUREMENT POLICY
See attached Resolution
Mr. Pollock presented the suggested changes prepared by Duane Schreimann regarding his
investigation of the roofing replacement bid process. Mr. Pollock stated that staff incorporated the
suggested changes into the current procurement policy, but requested clarification contained
regarding mistakes in bids. Mr. Schreimann suggested that any bid mistakes or any concerns about
a bid shall be immediately reported to the Board of Commissioners so that the Board may take
appropriate action after consulting with legal counsel.
Vice Chairman Crabtree made the motion to approve the suggested changes with removal of the
word “immediately”, seconded by Commissioner Kolb. Upon unanimous favorable vote, Chairman
Vincent declared the motion approved. (Exhibit #7, 1/22/13)
NEXT MEETING: February 19, 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.
Vice Chairman Crabtree 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.
HEALTH AND PROPERTY INSURANCE:
Mr. Pollock will attend the City Council Administrative Committee meeting on January 23, 2013 at
City Hall to discuss the possibility of the Housing Authority staff joining the City of Jefferson health
plan.
During the December 2012 Board meeting there were discussions regarding the bidding process for
property insurance and the amount of time allowed for the process. Mr. Pollock spoke with various
insurance consultants in regard to obtaining a three year quote for property insurance. Naught-
Naught was the low bidder last year and was awarded the bid for the low income tax credit
properties. Mr. Pollock stated that following discussions with the consultants they indicated that
insurance companies were reluctant to give three year quotes due to the recent heavy losses
nationwide. They also indicated that it was possible that the first year of a three year quote would
exceed the cost of a single year commitment.
Chairman Vincent recommended for Mr. Pollock to meet with Naught-Naught regarding the
premiums for next year. Should the premiums decrease or remain the same the Housing Authority
would not go out for bids in 2014, but should there be an increase in the premiums then the
Authority would go out for bids.
Vice Chairman Crabtree made the motion to adjourn the meeting, seconded by Commissioner Kolb.
Upon unanimous favorable vote, the motion was approved.
Larry Vincent, Chairman
ATTEST:
Allen Pollock, Secretary