HomeMy Public PortalAbout20140520minutes
BOARD OF COMMISSIONERS
BOARD MEETING
MAY 20, 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, May 20, 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, 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;
Paul Sullivan, Technical Services Inspector, and one member of the general public.
Regular
Vincent 11-12
Rector 9-12
Mueller 12-12
Kolb 12-12
Mayfield 8-12
White 3-4
APPEARANCE BY PAUL SULLIVAN:
Mr. Pollock introduced Paul Sullivan, Technical Services Inspector, who has been with the Housing Authority
for twenty one years. As the Technical Services Inspector, Paul is responsible for several kinds of inspections
and works with the Housing Authority’s service contractors. He conducts follow up inspections after the unit
turnaround contractor completes a unit. He also does quality control inspections for violations and a follow up
inspection making sure the violation has been corrected.
Paul coordinates activities for construction and renovation projects. He prepares bid specifications, attends
pre-bid conferences, bid openings and project meetings. He spends time in the field making sure that the
projects are going according to the specifications and the contractors are complying with the provisions of
their contracts. Paul works closely with the pest control contractor, reporting pest infestations, setting up
treatments and notifying the tenants when their unit is scheduled to be treated. The Commissioners thanked
Paul and commended him for a job well done.
INFORMATIONAL ITEMS:
A. The monthly Financial Statements, Balance Sheets and Income Statements for March, 2014 and April,
2014 were presented.
CONSENT AGENDA:
A. Approval of the Regular Meeting Minutes, April 15, 2014.
B. Approval of the Executive Session Meeting Minutes, April 15, 2014.
C. List of Disbursements for the month of April 2014. (Exhibit #1, 5/20/2014)
D. Occupancy Report for the month of April 2014. (Exhibit #2, 5/20/2014)
Commissioner Kolb made the motion to approve the Consent Agenda, seconded by Commissioner
Mueller. Upon unanimous favorable vote, Chairman Vincent declared the motion approved.
RESOLUTION NO. 4442
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 April 2014 for Hamilton, Capital City, Westminster and Public Housing in the amount of
$9,788.50. Commissioner Kolb seconded the motion. Upon unanimous favorable vote, Chairman
Vincent declared the motion approved. (Exhibit #3, 5/20/2014)
BUDGET/FUNDING ISSUES:
Mr. Pollock reported that the Budget/Funding data is included in the monthly financial reports that
are presented at each Board meeting. Staff doesn’t feel that it is necessary to prepare a separate
report on a quarterly basis. In the event there should be any out of the ordinary financial happenings
Mr. Pollock will present those to the Board.
RESOLUTION 4443
A RESOLUTION OF THE JEFFERSON CITY HOUSING AUTHORITY APPROVING THE HUD
MANDATED FLAT RENT PROVISIONS
See attached Resolution
Mr. Pollock reported that a Resolution was approved during the April Board meeting approving the
mandated flat rent provisions, but HUD has now revised the notification requirements. The
Jefferson City Housing Authority eliminated ceiling rents and established a Market Value Flat Rent.
HUD is now considering this a significant change that requires a public hearing and a revision to the
current Admission and Continued Occupancy Plan (ACOP). Following the thirty day comment
period the public hearing is open to the residents on May 28, 2014.
Commissioner Kolb made the motion to approve the Resolution, subject to no comments being
received from the public. Commissioner Mueller seconded the motion. Upon unanimous favorable
vote, Chairman Vincent declared the motion approved. (Exhibit #4. 5/20/2014)
RESOLUTION NO. 4444
RESOLUTION APPROVING REVISIONS TO THE PERSONNEL RULES AND REGULATIONS
See attached Resolution
Mr. Pollock reported that the Board previously approved a shared leave program supported through
employees’ donation of annual leave. With approval of Resolution 4444 the Personnel Rules and
Regulations would incorporate the proposed changes to that section reducing the maximum available
days from 80 working days to 60 working days, and cap available days by years of employment.
More than six months, but less than 2 years 10 days (Two Weeks)
More than 2 years, but less than 3 years 15 days (Three Weeks)
More than 3 years, but less than 4 years 20 days (Four Weeks)
More than 4 years, but less than 5 years 25 days (Five Weeks)
More than 5 years, but less than 6 years 30 days (Six Weeks)
More than 6 years 60 days (Twelve Weeks)
Commissioner Kolb made the motion to approve the proposed changes to the Shared Leave Program
based on the sliding scale, and decreasing the maximum days from 80 to 60 working days.
Commissioner Mueller seconded the motion. Upon unanimous favorable vote, Chairman Vincent
declared the motion approved. (Exhibit #5, 5/20/2014)
PERSONNEL:
Resignation of Kyle Schellman, Maintenance Department
NEXT MEETING DATE: Open at this time.
Commissioner White 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 Mueller seconded the motion. Upon roll call vote, the motion was approved.
AYES: Mayfield, White, Kolb, Mueller, Vincent
NAYS: None
ABSENT: Rector
Following adjournment of the executive session, the Board reconvened in open session.
Commissioner Mueller made the motion to adjourn the meeting, seconded by Commissioner White.
Upon unanimous favorable vote, the motion was approved.
Larry Vincent, Chairman
ATTEST:
Allen Pollock, Secretary