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Home My Public Portal About20131119minutesBOARD OF COMMISSIONERS BOARD MEETING NOVEMBER 19, 2013 The Annual 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, November 19, 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, and Commissioners Dennis Mueller, Larry Kolb, Penney Rector and Myrtle Mayfield. Also in attendance were Allen Pollock, Executive Director; Jack Pletz, Legal Counsel; Jim Jenkins, Deputy Director; Sonya Ross, Administrative Assistant, Diana Walters, Intake Specialist, Housing Department and one member of the general public. Regular Vincent 12-12 Crabtree 11-12 Rector 11-12 Mueller 12-12 Kolb 12-12 Mayfield 6-9 ELECTION OF OFFICERS: Commissioner Kolb made the motion to retain Commissioner Vincent as Chairman and Commissioner Crabtree as Vice Chairman. Commissioner Rector seconded the motion. Upon favorable vote Chairman Vincent declared the motion approved. APPEARANCE BY DIANA WALTERS: Mr. Pollock introduced Diana Walters, Intake Specialist, Housing Department who has been with the Housing Authority for eight years. As the Intake Specialist she reviews and processes the applications upon verification that the applicants are in good standing with other Housing Authorities with no criminal history. Diana then enters the applications into the computer system that builds the waiting list. The waiting list is purged approximately every two years and applicants are notified to see if they want to remain on the waiting list. It is the applicants responsibility to notify Diana of an address change. If the applicant fails to notify the office and their letters are returned, Diana removes that applicant from the waiting list. Diana also answers and directs phone calls and assists the Section 8 manager with orientation along with assisting other managers and the cash receiving clerk as time allows. APPEARANCE BEFORE THE BOARD: Ms. Karen Harris, LaSalette Apartments, appeared before the Board regarding several matters. Commissioner Rector 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; -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: Mayfield, Rector, Kolb, Mueller, Vincent NAYS: None ABSENT: Crabtree Following the Board’s closed session, the Board reconvened in open session. INFORMATION ITEMS: A. The monthly Financial Statements, Balance Sheets and Income Statement for October, 2013 were presented. B. Mr. Pollock presented the Guide to Ethics Laws 2014, and other election campaign information from the Missouri Ethics Commission. C. Mr. Pollock reported that the Housing Authority received a credit (premium reduction) of $13,940.05 as the member dividend from Missouri Housing Authorities Property & Casualty, Inc. (MHAPCI). D. The annual Christmas Party is scheduled for January 17, 2014, at Bones Lounge & Restaurant. E. Mr. Pollock reported that Mayor Struemph will present awards to D’onna Paige Crumbley and Jaylan Franks during the December 16th council meeting. D’onna was the First Place Winner in the Elementary Grade Level of the MONAHRO poster contest “What Housing Means to Me” and Jaylan received Honorable Mention. D’onna was also selected as a National NAHRO winner and will receive a $100.00 savings bond. Commissioner Mueller made the motion to present D’onna Paige Crumbley with a $100.00 gift card from the Jefferson City Housing Authority, seconded by Commissioner Kolb. Upon favorable vote, the motion was approved. Commissioner Mueller made the motion to present Jaylan Franks with a $25.00 gift card from the Jefferson City Housing Authority, seconded by Commissioner Kolb. Upon favorable vote, the motion was approved. CONSENT AGENDA: A. Approval of the Regular Meeting Minutes for October 15, 2013. B. Approval of the Executive Meeting Minutes, October 15, 2013. C. List of Disbursements for the month of October 2013. (Exhibit #1, 11/19/2013) D. Occupancy Report for the month of October 2013. (Exhibit #2, 11/19/2013) Commissioner Kolb made the motion to approve the Consent Agenda for the month of October 2013. Commissioner Mueller seconded the motion. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. RESOLUTION NO. 4407 RESOLUTION APPROVING THE WRITE-OFF OF TENANT ACCOUNTS RECEIVABLE See attached Resolution Commissioner Mueller made the motion to approve the proposed rent and damage write-offs for the month of October 2013 for LaSalette, Linden Elderly, Hamilton Towers, Capital City Apartments and Public Housing in the amount of $10,314.07. Commissioner Kolb seconded the motion. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #3, 11/19/2013) BUDGET/FUNDING ISSUES: Mr. Pollock reported that the next quarter ends on December 31, 2013 and that the report may be delayed until after the January 2014 Board meeting, since this is year end closing for the accounting department. RESOLUTION NO. 4408 RESOLUTION APPROVING SECURITY GUARD CONTRACT FOR DULLE/HAMILTON COMPLEX FOR 2014 See attached Resolution Mr. Pollock reported that staff publicly advertised for bids to provide security services at Dulle and Hamilton Towers. The following two bids were received: Guardsman Security & Investigation, Inc. $39,420.00 Securitas Security Services USA $44,454.40 Commissioner Rector made the motion to approve the bid of Guardsman Security & Investigation, Inc. Seconded by Commissioner Mueller. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #4, 11/19/2013) RESOLUTION NO. 4409 RESOLUTION APPROVING THE DEMOLITION CONTRACT FOR 406 AND 408 WASHINGTON STREET See attached Resolution Mr. Pollock reported that staff publicly advertised for demolition bids for 406 and 408 Washington Street. The following three bids were received: Doug Briot $23,000.00 Kauffman Enterprise LLC $29,479.00 J.C. Industries, Inc. $44,700.00 Commissioner Kolb made the motion to approve the bid of Doug Briot in the amount of $23,000.00, seconded by Commissioner Mueller. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #5, 11/19/2013) RESOLUTION NO. 4410 RESOLUTION RENEWING EMPLOYEE HEALTH INSURANCE COVERAGE See attached Resolution Mr. Pollock reported that the current medical insurance carrier, Housing Benefit Plans, will not increase the Medical/Prescription Drugs premium for 2014. The Plan will allow office visit copays toward the coinsurance limit, and the prescription drug copays will now be capped at a new out of pocket limit. Commissioner Kolb made the motion to renew with the existing health care coverage, seconded by Commissioner Mueller. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #6, 11/19/2013) RESOLUTION NO. 4411 RESOLUTION RENEWING PROPERTY AND LIABILITY COVERAGE FOR LIHTC 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. Acuity conducted a site visit and appraisals which increased the replacement cost. In addition, there is an estimated six to ten percent increase on the properties. Commissioner Rector 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. (Exhibit &7, 11/19/2013) RESOLUTION NO. 4412 RESOLUTION APPROVING REVISIONS TO THE ADMINISTRATIVE PLAN (SECTION 8 HOUSING CHOICE VOUCHER PROGRAM) 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. Commissioner Rector made the motion to approve the recommended changes to the Administrative Plan, seconded by Commissioner Kolb. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #8, 11/10/2013) TRAVEL REQUEST: Mr. Pollock requested permission to attend the PHADA’s 2014 Commissioners’ Conference in Orlando, Florida, January 12th. - 15th. Commissioner Rector made the motion approving the travel request, seconded by Commissioner Mueller. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. NEXT MEETING DATE: 7:30 a.m. December 17, 2013 Commissioner Rector 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: Mayfield, Rector, Kolb, Mueller, Vincent NAYS: None ABSENT: Crabtree Following adjournment of the executive session, the Board reconvened in open session. Commissioner Rector 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