HomeMy Public PortalAbout20140121minutesBOARD OF COMMISSIONERS
BOARD MEETING
JANUARY 21, 2014
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 21, 2014, 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; Brenda Stoll, Accounting Clerk II, and one
member of the general public.
Regular
Vincent 12-12
Crabtree 11-12
Rector 9-12
Mueller 12-12
Kolb 12-12
Mayfiled 8-11
APPEARANCE BY BRENDA STOLL:
Mr. Pollock introduced Brenda Stoll, Accounting Clerk II, who has been with the Housing Authority
for eighteen years. As Accounting Clerk, Brenda is responsible for preparing payroll, Personnel
records, employee’s accumulative time, year-end payroll tax forms, tenant checks and monthly and
annual reports of federal and state taxes. One of the biggest challenges for Brenda is to follow up
with HUD making sure that money is available. The Commissioners thanked Brenda for her services
to the Housing Authority.
INFORMATIONAL ITEMS:
A. The monthly Financial Statements, Balance Sheets and Income Statement for December
2013 will be presented during the February 2014 Board meeting.
B. Mr. Pollock presented thank-you notes from Paige Crumbley and Jaylen Franks, winners of
the poster contest “What Housing Means to Me”.
C. Mr. Pollock received a notice of Intended Acquisition from the Missouri Department of
Transportation regarding the property located at 510 Lafayette Street. The MO Highway and
Transportation Commission is planning improvements along Route 50/63 which includes the
property owned by the Housing Authority located at 510 Lafayette Street. Mr. Pollock asked
if staff should obtain an appraisal at this time. It was the consensus of the Board not to have
the property appraised at this time.
CONSENT AGENDA:
A. Approval of the Regular Meeting Minutes for December 17, 2013.
B. Approval of the Executive Meeting Minutes, December 17, 2013.
C. List of Disbursements for the month of December 2013. (Exhibit #1, 1/21/14)
D. Occupancy Report for the month of December 2013. (Exhibit #2, 1/21/14)
Commissioner Kolb made the motion to approve the Consent Agenda with minor modifications in
wording, seconded by Vice Chairman Crabtree. Upon unanimous favorable vote, Chairman Vincent
declared the motion approved.
RESOLUTION NO. 4420
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 December 2013 for Linden Elderly, Capitol City Apartments, Hamilton Towers, Hyder 1
and Public Housing in the amount of $7,045.00. Commissioner Kolb seconded the motion. Upon
unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #3, 1/21/2014)
BUDGET/FUNDING ISSUES:
Mr. Pollock reported that the quarterly report was delayed due to the year-end closing for the low-
income tax credit units’ fiscal year and will be presented at the February Board meeting.
RESOLUTION NO. 4421
RESOLUTION APPROVING PHA CERTIFICATION OF COMPLIANCE WITH PHA PLANS
AND RELATED REGULATIONS
See attached Resolution
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. Mr. Pollock
reported that staff held the required public meeting with the tenants and compiled a Five Year Plan
containing all the documents and policies that have been revised in compliance with the law.
Vice Chairman Crabtree made the motion to approve the PHA Certification of Compliance with
PHA Plans and Related Regulations and submit to HUD for approval. Commissioner Kolb seconded
the motion. Upon unanimous favorable vote, Chairman Vincent declared the motion approved.
(Exhibit #4, 1/21/2014)
RESOLUTION NO. 4422
RESOLUTION APPROVING ROOFING CONTRACT FOR THREE UNITS IN PUBLIC
HOUSING
See attached Resolution
Mr. Pollock reported that staff publicly advertised for bids for roof replacement in public housing
and the following bids were received:
BSC Contracting, LLC $45,499.76
Franklin County Construction $49,500.00
Prost Builders, Inc. $75,000.00
Rio Contracting, LLC $82,515.00
Commissioner Kolb made the motion to award the contract to low bidder BSC Contracting, LLC in
the amount of $45,499.76, seconded by Commissioner Mueller. Upon unanimous favorable vote,
Chairman Vincent declared the motion approved. (Exhibit #5, 1/21/2014)
RESOLUTION NO. 4423
RESOLUTION APPROVING CONTRACT FOR AUDIT SERVICES FOR THE JEFFERSON CITY
HOUSING AUTHORITY AND ALPHA HOMES
See attached Resolution
Mr. Pollock reported that staff publicly advertised a request for proposals for a two year contract for
auditing services with an option of two additional one year renewals for the Housing Authority and
Alpha Homes. The following bids were received for auditing services:
2014 2015
Graves & Associates CPA, LLC $24,000.00 $24,720.00
Hochschild, Bloom & Co, LLP $30,550.00 $31,320.00
Evers & Co. CPA, LLC $31,610.00 $32,558.00
Lisa C. Wright CPA, LLC $38,250.00 $39,442.00
Commissioner Mueller made the motion to approve the proposal submitted by Graves & Associates
CPA, LLC, seconded by Commissioner Kolb. Upon unanimous favorable vote, Chairman Vincent
declared the motion approved. (Exhibit #6, 1/21/2014)
RESOLUTION NO. 4424
RESOLUTION APPROVING REVISIONS TO THE FAMILY SELF SUFFICIENCY
COORDINATOR CONTRACT
See attached Resolution
Mr. Pollock presented the proposed First Amendment to the Family Self-Sufficiency Coordinator
Contract with the Redeem Project that is funded by a HUD grant. The Housing Authority anticipated
receiving $69,000.00, but HUD cut the funding to $67,839.00 for 2014.
Commissioner Kolb made the motion to so amend the Contract, seconded by Vice Chairman
Crabtree. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #7,
1/21/2014)
NEXT MEETING DATE: 7:30 a.m. February 25, 2014
Vice Chairman Crabtree 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 Mueller 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.
Vice Chairman Crabtree 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