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Home My Public Portal About20131217minutesBOARD OF COMMISSIONERS BOARD MEETING DECEMBER 17, 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, December 17, 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 Myrtle Mayfield. Also in attendance were Allen Pollock, Executive Director; Jack Pletz, Legal Counsel; Jim Jenkins, Deputy Director; Sonya Ross, Administrative Assistant; Becky Schaefer, Housing Manager and one member of the general public. Regular Vincent 12-12 Crabtree 11-12 Rector 9-12 Mueller 12-12 Kolb 12-12 Mayfield 7-10 APPEARANCE BY BECKY SCHAEFER: Mr. Pollock introduced Becky Schaeffer, Housing Manager who has been with the Housing Authority for twenty years. As the Housing Manager of Hyder, Herron Apartments and LaSalette Apartments, Becky visits with respective clients, move-ins, move-outs, re-certifications and conflicts which is one of the biggest challenges for Becky. The Commissioners thanked Becky for her services and Commissioner Mayfield expressed her thanks to Becky for her kindness to her mother and family during her mother’s residency at Hyder. INFORMATIONAL ITEMS: A. The monthly Financial Statements, Balance Sheets and Income Statement for November, 2013 were presented. B. Mr. Pollock presented the Annual Public Housing Assessment System (PHAS) Score established by the Real Estate Assessment Center, office of HUD. The Jefferson City Housing Authority received an overall score of 92 and was designated a high performer. C. The annual Christmas Dinner is scheduled for January 17, 2014 at Bones Lounge & Restaurant. CONSENT AGENDA: A. Approval for the Regular Meeting Minutes for November 19, 2013. B. Approval for the Executive Meeting Minutes, November 19, 2103. C. List of Disbursements for the month of November 2013. (Exhibit #1, 12/17/2013) C. Occupancy Report for the month of November 2013. (Exhibit #2, 12/17/2013) Vice Chairman Crabtree made the motion to approve the Consent Agenda for the month of November 2013. Commissioner Mueller seconded the motion. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. RESOLUTION NO. 4413 RESOLUTION APPROVING THE WRITE OFF OF TENANT ACCOUNTS RECEIVABLE See attached Resolution Vice Chairman Crabtree made the motion to approve the proposed rent and damage write-offs for the month of November 2013 for Capital City Apartments, Hamilton Towers and Public Housing in the amount of $3,508,00. Commissioner Kolb seconded the motion. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #3, 12/17/2013) BUDGET/FUNDING ISSUES: Mr. Pollock reported that the quarterly report will most like be delayed due to the year end closing for the low-income tax credit units fiscal year. RESOLUTION NO. 4414 RESOLUTION APPROVING BUDGETS FOR FYE 12/13/14 AND FYE 03/31/2015 See attached Resolution Mr. Pollock stated that approval of this Resolution 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 for approval following favorable action by the Board. Vice Chairman Crabtree made the motion to approve the General Operating Budgets, seconded by Commissioner Mueller. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #4, 12/17/2013) RESOLUTION NO. 4415 RESOLUTION APPROVING REVISIONS TO THE ENTERPRISE INCOME VERIFICATION (EIV) PROCEDURES See attached Resolution Mr. Pollock reported that with approval of this Resolution, the Enterprise Income Verification (EIV) Procedures would be revised removing references that are no longer available through HUD’s system. Following discussion regarding the New Hires Report running quarterly or on an annual basis, Vice Chairman Crabtree made the motion to approve the revisions to the Enterprise Income Verification Policy and Procedures, seconded by Commissioner Mueller. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #5, 12/17/2013) RESOLUTION NO. 4416 RESOLUTION APPROVING REVISION TO IRS SECTION 125 CAFETERIA PLAN See attached Resolution Mr. Pollock reported that with approval of this Resolution the “Section 125 Flexible Benefits Plan” would be amended in order to adopt the Health Flexible Spending Account Carryover for the “Section 125 Health Flexible Spending Account” as permitted by IRS Notice 2013-71. The new rule would allow participants to carry over up to $500.00 of unused cafeteria plan money to the next year. The funds are used to reimburse the employee for pre-tax insurance, medical benefits and dependent care expenses. Vice Chairman Crabtree made the motion to approve the Resolution, seconded by Commissioner Kolb. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. RESOLUTION NO. 4417 RESOLUTION APPROVING REVISIONS TO THE ADMISSIONS AND CONTINUED OCCUPANCY PLAN (ACOP) See attached Resolution Commissioner Kolb made the motion to amend and approve the proposed revisions in the Statement of Policies Governing the Public Housing Admissions and Continued Occupancy Policy as purposed in the documents presented by staff and submit it to HUD. Commissioner Mueller seconded the motion. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #6, 12/17/2013) RESOLUTION NO. 4419 RESOLUTION COMMENDING JOHN S. (JACK) PLETZ FOR HIS CONTINUED SERVICE AS LEGAL COUNSEL TO THE HOUSING AUTHORITY OF THE CITY OF JEFFERSON, MISSOURI See attached Resolution Commissioner Kolb made the motion approving the Resolution honoring Jack Pletz for his efforts and support during the past thirty years. Mr. Pletz was appointed as Legal Counsel by the Board of Commissioner of the Housing Authority in July 1983. Vice Chairman seconded the motion. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #7, 12/17/2013) NEXT MEETING DATE: 7:30 a.m. January 21, 2014 Commissioner Mueller 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; and -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: Mayfield, Crabtree, Kolb, Mueller, Vincent NAYS: None ABSENT: Rector Following adjournment of the executive session, the Board reconvened in open session. Commissioner Kolb made the motion to adjourn the meeting, seconded by Commissioner Mueller. Upon unanimous favorable vote, the motion was approved. Larry Vincent, Chairman ATTEST: Allen Pollock, Secretary