2011 June Board Meeting by RF7048n

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									                                 BOARD OF COMMISSIONERS
                                     BOARD MEETING
                                       JUNE 28, 2011

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, June 28, 2011, 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 Phil Freeman, and Commissioners Jim Crabtree, Penney Rector, Dora Washington and
Dennis Mueller. Also in attendance were Allen Pollock, Executive Director; Jack Pletz, Legal
Counsel; Sonya Ross, Administrative Assistant, and two members of the general public.
Chairman Vincent declared a quorum present.

                       Regular                Special

       Freeman          12-12                    3-3
       Vincent          12-12                    3-3
       Crabtree         12-12                    3-3
       Rector           11-12                    2-3
       Washington        1-12                    0-3
       Mueller           1-1

OATH OF OFFICE:

Dennis Mueller executed the Oath of Office and Appointment Documents as a Commissioner.
Chairman Vincent welcomed him to the Housing Authority Board of Commissioners.

APPEARANCE BEFORE THE COMMISSIONERS:

Ms. Karen Harris, LaSalette Apartments, appeared before the Board regarding the status of the
housing application that she submitted for Herron Apartments. The application was rejected
due to insufficient credit history. Ms. Harris stated she felt the rejection was unfair and that she
always paid her bills in cash. Ms. Harris requested a formal hearing with the Commissioners.

INFORMATIONAL ITEMS:

A.     The monthly Financial Statements, Balance Sheets and Income Statements for April and
       May 2011, were presented.
B.     Mr. Pollock presented a letter from Patricia Straussner, Program Center Coordinator,
       Office of Public Housing. Ms. Straussner and staff of the St Louis HUD Field Office,
       visited the Linden Court Apartments following completion of the work performed using
       the American Recovery and Reinvestment Act (ARRA) formula grant funding.

C.     Mr. Pollock reported that Evers & Company, CPA’s were engaged to audit the financial
       statements for the Housing Authority of the City of Jefferson for the year ended March
       31, 2011. The audit was conducted the week of June 20th.
D.     HUD notified Mr. Pollock regarding the reduction in the administrative fee for the
       Housing Choice Voucher Program indicating that it would drop from 92% to 80%.
E.     At the previous Board meeting the Commissioners requested that Mr. Pollock check
       references on the contractor selected for the Family Self Sufficiency program. Mr.
       Pollock reported that the response letters were available for review.
F.     Mr. Pollock reported that Bradley Wright, Peckham & Wright Architects, Inc. reviewed
          the proposal of Kauffman Enterprises, LLC and provided a written recommendation for
          the Commissioners’ review.
G.        Mr. Pollock presented the Section 8 Management Assessment Program (SEMAP) High
          Performer score of 93% for the Jefferson City Housing Authority.

CONSENT AGENDA:

A1.       Approval of the Regular Meeting Minutes for May 10, 2011.
A2.       Approval of the Special Meeting Minutes for May 24, 2011.

B.             Approval of the Executive Session Meeting Minutes for May 10, 2011.
C.             List of Disbursements for May, 2011. (Exhibit #1, 6/28/2011)
D.             Occupancy Report for the month of May, 2011. (Exhibit #2, 6/28/2011)

Commissioner Rector made the motion to approve the Consent Agenda, seconded by
Commissioner Crabtree. Upon unanimous favorable vote, Chairman Vincent declared the
motion approved.

                                      RESOLUTION NO. 4291

RESOLUTION APPROVING THE WRITE-OFFS OF TENANT ACCOUNTS RECEIVABLE

See attached Resolution

Vice Chairman Freeman made the motion to approve the proposed rent and damage write-offs
for the month of May, 2011, for Capital City Apartments, Hamilton Towers and Public Housing
in the amount of $3,847.00. Commissioner Rector seconded the motion. Upon unanimous
favorable vote, Chairman Vincent declared the motion approved. (Exhibit #3, 6/28/2011)

                                      RESOLUTION NO. 4292

A RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF JEFFERSON,
MISSOURI, TO ESTABLISH A PROCEDURE TO DISCLOSE POTENTIAL CONFLICTS
OF INTEREST AND SUBSTANTIAL INTERESTS FOR CERTAIN OFFICIALS

See attached Resolution

Mr. Pollock presented the proposed Resolution on the policies and procedures for Housing
Authority members and staff relating to reports that must be filed with the Missouri Ethics
Commission. All elected and appointed officials must comply with the Missouri Revised
Statutes on conflicts of interest and their own public entity’s local code of ethics. With approval
of this Resolution a certified copy of the Conflict of Interest Policy of the Housing Authority
would be filed with the Missouri Ethics Commission.

Commissioner Rector made the motion to approve the Resolution, seconded by Commissioner
Crabtree. Upon unanimous favorable vote, Chairman Vincent declared the motion approved.
(Exhibit #4, 6/28/2011)
SALES TAX EXEMPTION:

Mr. Pollock stated that one way to save on construction costs on Housing Authority projects
would be to allow contractors to purchase construction supplies through the Housing Authority
which would eliminate sales taxes on those materials.

Vice Chairman Freeman made the motion to have contractors use the Housing Authority’s sales
tax exemption, seconded by commissioner Rector. Upon unanimous favorable vote, Chairman
Vincent declared the motion approved.

PROPOSED RETAINING WALL:

Mr. Pollock presented a request from Gavin Bargate, AIA on behalf of the Church of God in
Christ, regarding construction of a retaining wall along the edge of property of the Housing
Authority which is adjoins the Church site in order for the contractor to excavate and construct
that wall.

Commissioner Crabtree made the motion for the Housing Authority to issue a license stipulating
a time frame and stet. Vice Chairman Freeman seconded the motion. Upon unanimous
favorable vote, Chairman Vincent declared the motion approved.

                                  RESOLUTION NO. 4293

RESOLUTION APPROVING REVISION IN THE MAINTENANCE CHARGES LISTING

See attached Resolution

Mr. Pollock reported that the tenants were notified of the proposed changes and the maintenance
charge list was posted with a thirty day comment period.

Vice Chairman Freeman made the motion to approve the revised maintenance charges, seconded
by Commissioner Rector. Upon unanimous favorable vote, Chairman Vincent declared the
motion approved.

NICHOLS CAREER HOMES:

Mr. Pollock reported that all five of the homes constructed by Nichols Careen Center which were
being offered for sale by the Housing Authority have been sold.

PERSONNEL:        Hired: Chera Lampe, Section 8 Coordinator

NATIONAL NAHRO:

Mr. Pollock requested permission to attend the National HAHRO meeting July 28-30 in
Louisville, KY.

Vice Chairman Freeman made the motion to approve the travel request, seconded by
Commissioner Rector. Upon unanimous favorable vote, Chairman Vincent declared the motion
approved.
NEXT MEETING: July 19, 2011 at 7:30 a.m.

Commissioner Rector made a 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.

Vice Chairman Freeman seconded the motion. Upon roll call vote, the motion was approved.

                     AYES:          Rector, Washington, Freeman, Crabtree, Mueller, Vincent
                     NAYS:          None
                     ABSENT:        None

Following the adjournment of the executive session, the Board reconvened in open session.

COLE COUNTY SECTION 8 VOUCHER PROGRAM:

It was the consensus of the Board for Mr. Pollock to provide additional information on this
subject at a future Board meeting.

Commissioner Crabtree made the motion to adjourn the meeting, seconded by Commissioner
Rector. Upon unanimous favorable vote, the motion was approved.




                                                   Larry Vincent, Chairman




ATTEST:
             Allen Pollock, Secretary

								
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