HomeMy Public PortalAbout20140731minutesBOARD OF COMMISSIONERS
BOARD MEETING
JULY 31, 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 Thursday, July 31, 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, Commissioners Larry Kolb, Dennis Mueller and Donna White. Also in attendance
were Allen Pollock, Executive Director; Jack Pletz, Legal Counsel; Sonya Ross, Administrative
Assistant; Melanie Benz, Accounts Receivable Clerk, and one member of the general public.
Regular Special
Vincent 11-1 1-1
Rector 9-12 1-1
Mueller 12-12 1-1
Kolb 12-12 1-1
Mayfield 7-12 1-1
White 4-5 1-1
APPEARANCE BY MELANIE BENZ:
Mr. Pollock introduced Melanie Benz, Accounts Receivable Clerk, who has been with the Housing
Authority for eight years. As the Accounts Receivable Clerk, Melanie is responsible for receiving
and issuing receipts for rental payments and posting payment to their accounts. She maintains and
updates records pertaining to move-ins and move-outs, processes the late charges, verifies collection
losses and forwards to Mr. Pletz. She also updated the Enterprise Income Verification (EIV) system,
sends debt file to the Department of Revenue and is available to assist staff when needed. She
enjoys working for the Housing Authority. The Commissioners thanked Melanie and commended
her for a job well done.
INFORMATIONAL ITEMS:
A. The monthly Financial Statements, Balance Sheets and Income Statements for May, 2014
and June, 2014 were presented.
B. Mr. Pollock provided a copy of the Alpha Homes, Inc. annual audit for fiscal year ending
03/31/2014 conducted by Evers and Company, Certified Public Accountants.
C. Mr. Pollock presented a letter from a former tenant complimenting staff members on the
excellent services that were provided to her while living at Herron Apartments.
CONSENT AGENDA:
A1. Approval of the Regular Meeting Minutes, May 20, 2014.
A2. Approval of the Special Meeting Minutes, June 16, 2014.
B. Approval of the Executive Session Meeting Minutes, May 20, 2014.
C1. List of Disbursements for the month of May 2014. (Exhibit # 1, 7/31/2014)
C2. List of Disbursements for the month of June 2014. (Exhibit #2, 7/31/2014)
D1. Occupancy Report for the month of May 2014. (Exhibit #3, 7/31/2014)
D2. Occupancy Report for the month of June 2014. (Exhibit #4, 7/31/2014)
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. 4456
RESOLUTION APPROVING THE WRITE-OFF (COLLECTION LOSS) 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 May 2014 and June 2014 for Capital City Apartments, Hamilton Towers, Westminster and
Public Housing in the amount of $11,749.32. Vice Chair Rector seconded the motion. Upon
unanimous favorable vote, Chairman Vincent declared the motion approved. (Exhibit #5, 7/31/2014)
RESOLUTION NO. 4457
RESOLUTION APPROVING A REVISED DECLARATION OF TRUST FOR PUBLIC HOUSING
PROPERTIES
See attached Resolution
Mr. Pollock reported that HUD is requiring all Housing Authority’s to submit revised Declaration of
Trust documents covering all public housing properties, since terms of the trust extend with each
year for each Capital Fund Program. Vice Chair Rector made the motion to approve the revised
Declaration of Trust documents, subject to Mr. Pletz and Mr. Pollock’s review of the legal
descriptions. Commissioner White seconded the motion. Upon unanimous favorable vote,
Chairman Vincent declared the motion approved. (Exhibit #6, 7/31/2014)
INFORMATIONAL:
Mr. Pollock stated that the Board previously amended the Procurement Policy regarding construction
contracts that do not exceed $25,000 allowing staff to contact three (3) companies by phone and not
publicly advertises for bids. Staff solicited and awarded the following three (3) contracts. (Exhibit #7,
7/31/2014)
- Paving of office parking lot, Jefferson Asphalt $18,324.63
- Roof replacement, 1012 Elizabeth Street, BSC Contracting $14,981.28
- Parking Lot expansion at LaSalette Apartments, J.C. Industries, Inc. $21,600.00
RESOLUTION NO. 4458
RESOLUTION APPROVING REVISION TO ADMINISTRATIVE PLAN
See attached Resolution
Mr. Pollock stated that by adopting this Resolution it would allow approval of the revised Section 8
Administrative Plan required by the 2015 Appropriations Bill along with changes instituted by staff
governing the operations of the Housing Choice Voucher Program. Commissioner White made the
motion to approve the Resolution, subject to review of the revisions by Mr. Pletz. Commissioner
Mueller seconded the motion. Upon unanimous favorable vote, Chairman Vincent declared the
motion approved. (Exhibit #8, 7/31/2014)
RESOLUTION NO. 4459
RESOLUTION APPROVING MODIFICATION OF GUARANTY RESERVE ACCOUNT
See attached Resolution
Mr. Pollock reported that the reserve account is money the Housing Authority received as a deposit
of the developers fees earned from the low-income tax credit housing developments to be used to
cover any loss of tax credits due the investors. After taking an early exit from CCA, the reserve
agreement was to be terminated. With approval of this Resolution the agreement between the
Jefferson City Housing Authority and the Capital City Housing Corporation would be modified in
order to continue to be in effect until the end of the tax compliance period.
Commissioner Mueller made the motion to approve the Resolution approving modifications to the
reserve account, seconded by Vice Chair Rector. Upon unanimous favorable vote, Chairman
Vincent declared the motion approved.
A new agreement will be prepared by Mr. Pletz and presented at a future Board meeting.
NEXT MEETING DATE: 7:30 a.m., August 19, 2014
Vice Chair 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); 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: Rector, White, Kolb, Mueller, Vincent
NAYS: None
ABSENT: Mayfield
Following adjournment of the executive session, the Board reconvened in open session.
Vice Chair 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