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Home My Public Portal About20140415minutesBOARD OF COMMISSIONERS BOARD MEETING APRIL 15, 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, April 15, 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 Chair Penney Rector and Commissioners Larry Kolb, Dennis Mueller, Myrtle Mayfield and Donna White. Also in attendance were Allen Pollock, Executive Director; Jack Pletz, Legal Counsel; Jim Jenkins, Deputy Director; Sonya Ross, Administrative Assistant; Susan Baker, Work Center Coordinator, and two members of the general public. Regular Vincent 11-12 Rector 9-12 Mueller 12-12 Kolb 12-12 Mayfield 8-12 White 2-3 APPEARANCE BY SUSAN BAKER: Mr. Pollock introduced Susan Baker, Work Center Coordinator, who has been with the Housing Authority for nine years. As the Work Center Coordinator, Susan is responsible for keeping the pest control list updated, monitoring, preparing and distributing work orders to various maintenance crews, preparing purchase requisitions, ordering parts and materials, distribution of materials, and general inventory. Susan also processes requisitions, obtains prices and bids, receives and stores materials and answers calls. The Commissioners thanked Susan and commended her for a job well done. INFORMATIONAL ITEMS: A. The monthly Financial Statements, Balance Sheets and Income Statements for March 2014 will be presented during the May 2014 Board meeting. B. Mr. Pollock reminded the Commissioners that the disclosure statements for the Housing Authority to the Missouri Ethics Commission are due May 1, 2014. CONSENT AGENDA: A. Approval of the Regular Meeting Minutes, March 20, 2014. B. Approval of the Executive Session Meeting Minutes, March 20, 2014. C. List of Disbursements for the month of March 2014. (Exhibit #1, 4/15/2014) D. Occupancy Report for the month of March 2014. (Exhibit #2, 4/15/2014) Vice Chair Rector made the motion to approve the Consent Agenda with minor modifications in wording, seconded by Commissioner Kolb. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. RESOLUTION NO. 4434 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 March 2014 for Hamilton Towers and Public Housing in the amount of $4,960.40. Vice Chair Rector seconded the motion. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #3, 4/15/2014) BUDGET/FUNDING: Mr. Pollock reported the March 31, 2014 report was delayed until the May Board meeting due to year end closing. RESOLUTION NO. 4435 A RESOLUTION OF THE JEFFERSON CITY HOUSING AUTHORITY APPROVING THE HUD MANDATED FLAT RENT See attached Resolution Mr. Pollock reported the President signed the Department of Housing and Urban Development Appropriations Act that creates a new rule for flat rents for public housing residents. The Jefferson City Housing Authority must comply with the new requirements by June 1, 2014. The Jefferson City Housing Authority has eliminated the existing ceiling rents and the Market Value Flat Rent has been established offering each family member a choice of the 30% calculated rent or the Market Value Flat Rent (80% of Fair Market Value) rental payment at re-certification time. Commissioner Kolb made the motion to approve the Resolution, seconded by Commissioner White. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #4, 4/15/2014) RESOLUTION NO. 4436 A RESOLUTION OF THE JEFFERSON CITY HOUSING AUTHORITY APPROVING MODIFICATION TO THE ADMISSION AND CONTINUED OCCUPANCY PLAN (ACOP) FOR PUBLIC HOUSING See attached Resolution Mr. Pollock stated that with implementation of Flat Rent Provisions the Admissions and Continued Occupancy Plan (ACOP) for Public Housing would be updated using HUD’s calculated percentage of a minimum of 80% fair market rent charged for units in the private unassisted rental market. Vice Chair Rector made the motion to approve the modifications to the Admissions and Continued Occupancy Plan (ACOP), seconded by Commissioner Kolb. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #5, 4/15/2014) RESOLUTION NO. 4437 A RESOLUTION OF THE JEFFERSON CITY HOUSING AUTHORITY APPROVING CHANGE TO THE ADMINISTRATIVE PLAN FOR SECTION 8 HOUSING CHOICE VOUCHER PROGRAM See attached Resolution Mr. Pollock stated that approval of this Resolution would allow revisions to the Section 8 Housing Choice Voucher Program approving the landlord rent increase request. Rent would be determined by the HUD published Annual Adjustment Factors Schedule C Table 2 for the Midwest Region from the Utility Excluded column. Vice Chair Rector made the motion to approve revisions to the Section 8 Housing Choice Voucher Program, seconded by Commissioner Mueller. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #6, 4/15/2014) REQUEST FROM CITY FOR EASEMENT ACROSS DEVELOPMENT SITE FOR GREENWAY TRAIL PROPOSAL: At the previous Board meeting Mr. Pollock presented an easement request from the City in order to continue the Greenway Trail development on property owned by the Housing Authority located at Broadway and Washington Streets. Following the Board meeting, Mr. Pollock spoke with the Public Works Department and requested additional information. During the discussions the representative indicated to Mr. Pollock that the easement request was not needed at this time. RESOLUTION NO. 4438 A RESOLUTION OF THE JEFFERSON CITY HOUSING AUTHORITY APPROVING THE LEASE FOR TWO NEW DIGITAL COPIERS See attached Resolution Mr. Pollock reported that staff publicly advertised for bids to lease two new digital copiers. The following bids were received: 36 Month Lease 48 Month Lease Image Technologies $540.07 $485.92 KOPI $644.78 $530.79 GFI Digital, Inc. $683.00 $600.00 Data Comm, Inc. $772.99 $682.89 DA-Com Digital Office Solutions $810.38 $693.09 Following discussion at the previous Board meeting the Commissioners recommended that staff compare the outright purchase price for the copiers from the two low bidders. The Jefferson City Housing Authority is considered a high volume user in excess of 435,000 copies per year. Mr. Pollock stated that after taking into account the volume usage and amount of service calls, staff believes it would be more efficient for the Authority to lease the machines. References and demonstrations were provided and staff recommended KOPI with a four year lease due to the excellent service that they have provided in the past, and the results of the checked references provided by the low bidder. Commissioner Kolb made the motion to follow staff’s recommendation based on past performance of KOPI maintaining the machines and excellent service call response time. The motion was seconded by Commissioner Mueller. Upon unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #7, 4/15/2014) NEXT MEETING DATE: 7:30 a.m. May 20, 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); 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, White, Rector, Kolb, Mueller, Vincent Following adjournment of the executive session, the Board reconvened in open session. RESOLUTION NO. 4441 A RESOLUTION OF THE JEFFERSON CITY HOUSING AUTHORITY APPROVING THE PURCHASE OF A VEHICLE See attached Resolution Mr. Pollock presented a proposal to purchase a new vehicle to replace the Chevrolet Suburban which is currently owned by the Housing Authority and which has over 120,000 miles on it. The cost would be $52,500.00 in addition to the trade in of the existing vehicle. Mr. Pollock requested that the procurement procedures be waived for this purchase since he would be required by his employment contract to purchase the vehicle at its clean retail NADA value upon leaving employment with the Authority. Commissioner Kolb made the motion to approve the proposed purchase of the 2015 Chevrolet Suburban and the waiver of the normal procurement requirements. Commissioner White seconded the motion. Upon roll call vote, with Commissioner Rector abstaining, Chairman Vincent declared the motion approved. AYES: Mayfield, White, Kolb, Mueller, Vincent NAYS: None ABSTAIN: Rector 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