WRIGHT, DARNELL, AND RECTOR USERS GROUP MINUTES OF THE EXECUTIVE BOARD MEETING AUGUST 12, 1993 PRESENT: OFFICERS PRESIDENT: Terry Cunningham VICE PRESIDENT: Larry Thompson SECRETARY: Pat Bennet TREASURER: Julie Phillips VICE PRESIDENT ELECT: Mark Dromgoole COMMITTEE CHAIRPERSONS MEMBERSHIP: Pat Noland PROGRAM DESIGN: John Earley LIAISON: Terry Cunningham (Acting) NOMINATING: Larry R. Thompson NEWSLETTER: Laurie Chapman Also present were other members of the User Group who wished to remain for the Executive Board Meeting. The meeting was brought to order by the president. The first item of business was approval of the last meeting, August 21, 1992. Julie Phillips (Huntsville, AL) made the motion that the minutes be accepted and approved as submitted. This was seconded by Pat Noland (Murfreeboro, TN). The minutes were approved by a vote of the committee. Items of discussion were: Dues After a very brief discussion it was decided that the dues should remain at $50 annually. Date for next annual meeting A date of August 18-19, 1994 for the next meeting was recommended after discussion by the group. A motion was made by Julie Phillips to accept this date. Pat Noland seconded the motion and the vote was unanimous for this date. Location of next annual meeting The committee discussed and recommended having the next meeting in Atlanta, Georgia at the Holiday Inn at Peachtree Corners (same location). Julie Phillips made the motion to accept this location. The motion was seconded by Pat Noland and the vote was unanimous in favor of this location. Family Self Sufficiency Program An informal commitment for this program was received from sixteen housing authorities. It was decided that we would defer a decision on this until after more information, demonstration and discussion with George Wright. Audit of Teasurer’s Report It was decided that the treasurer, Julie Phillips, would submit a copy of the bank statement for the WDR User Group account along with the financial statements. These are to be submitted to the president for review. Amendment of the By- Laws It was brought to the attention of the committee by Larry Thompson that no provision was made in the by- laws to determine when the new officers will officially take over the duties of their office. It was decided that the new officers should begin their term on the last day of the annual meeting. An amendment to the by-laws will be written to clarify this item; and it will be voted on at the next meeting. Also discussed was the possibility of an additional meeting during the year if the group felt it was necessary. No decision was made but the executive committee will consider the possibility of having other meetings. Larry Thompson made a motion to adjourn the meeting. Mark Dromgoole seconded the motion and the first day’s was adjourned. Day Two – August 13, 1993 Vice President, Mark Dromgoole (Portland, ME), president over the meeting the second day, as the incoming president, Larry Thompson (Marietta, GA) was unable to be present. George Wright made his presentation on some topics of primary interest to the users group. Mr. Wright gave a demonstration and overview of the Family Self- Sufficiency program. The program seems to be simple to operate and will have the capacity to interface with Section 8 as well as Public Housing systems. He answered questions for the group concerning its operation. The program design committee will be negotiating with Mr. Wright concerning the “group purchase” of this software package. Other topics of interest were: Form HUD-50058 Mr. Wright stated that he would be attending a meeting on August 25, 1993 to get the final details concerning submission of the 50058 data. The new ruling as it stands indicated that the National Data Center will not accept a fax or computer generated version of the form, or electronic transmission (by modem or tap). The update as designed by WDR will generate a form for the file. Installation of the new program will be by modem. There will be no charge for the program because it is a HUD mandated change. W-2 changes W-2’s for 1993 have a new format. The changes are being made. Wallace Computer Services ( a supplier of many of our forms) will have the updated W- 2’s. Changes in Software Future areas of possible updates: Fixed Assets General Ledger Tenant Accounts Receivable- Future Rent File Form HUD 50058- incorporated with Section 8 rent calculation Family Self- Sufficiency Worksheet Re-exam letters (Section 8 and Public Housing) Scheduling – New Section 8 Program The majority of housing authorities have received the updated program. Those remaining who do not have should start scheduling with WDR. Charges for installation are based on time spent on site to convert files, train, etc. New Occupancy Changes – Section 8 Counselor File/Inspectors File will have scheduling capabilities for each of these, beginning with Section 8 then Public Housing. Next on our agenda was a presentation by Eric Wilkins and Heidi Mitchell from Interactive Business Systems (IBIS). Eric talked to the group about new hardware developments in the area of multi- processing systems. Eric also discussed with us the various types of surge protectors on the market. The equipment he recommended id manufactured by American Power Supply. These units sell for approximately $25 each and come with a $1,000 insurance policy to cover any damage that should occur. The company shows no record of any damage claims to date, so the success rate seems very good. A demonstration was given by Eric and Heidi of the Section 8 Inspection system developed for Macon Housing Authority using the PIN based computer. The system includes a small pin- based computer which displays the HQS inspection form. A computer “pen” is used to complete the form and make notes. The information from the pin- based computer is down loaded to the main system by a special port attachment. The information loads to the inspection system which then generates a hardcopy of the completed form and also prints letters to the owners. The users group was excited about the prospect of developing this into an inspection system for Public Housing as well as Section 8. We decided to ask the Program Design committee to discuss these possibilities with IBIS and WDR. Mr. Wright did express concern and cautioned the housing authorities about companies approaching them about these type systems, claiming they had worked with WDR on the software development. He has only worked with IBIS on the package. The meeting adjourned for lunch. A lunch meeting was planned for the Executive Broad and Liaison committee to meet with George Wright and discuss our concerns and ideas. Notes from this meeting were prepared by Terry Cunningham, chairperson of the Liaison Committee and are attached. After lunch, the entire group met once again to discuss the information gained from the meeting with Mr. Wright. It was the decision of the group to proceed with the Family Self- Sufficiency program for those housing authorities desiring it. Installation will be determined by WDR based on needed. Housing authorities already operating a FSS program will receive priority. Mark Dromgoole, Vice President, gave the closing remarks and John Earley (Columbia, SC) made a motion to adjourn. Ron Butts (Raleigh, NC) seconded the motion and the vote was unanimous. WDR USERS GROUP OFFICERS 1993-1994 PRESIDENT LARRY THOMPSON MARIETTA, GA VICE –PRESIDENT MARK DROMGOOLE PORTLAND, ME SECRETARY PAT BENNET MARIETTA, GA TREASURER JULIE PHILLIPS HUNTSVILLE, AL WDR USERS GROUP EXECUTIVE BOARD 1993-1994 LARRY THOMPSON (Marietta, GA) LAURIE CHAPMAN (Macon, GA) TERRY CUNNINGHAM (Macon, GA) JOHN EARLEY (Columbia, SC) MARK DROMGOOLE (Portland, ME) RON BUTTS (Raleigh, NC) JULIE PHILLIPS (Huntsville, AL) PAT BENNETT(Marietta, GA) PAT NOLAND (Murfreesboro, TN) ROGER NAYLOR (Raleigh, NC) WDR USER’S GROUP COMMITTEES 1993-1994 CHAIRPERSON MEMBERSHIP NEWSLETTERS Pat Bennett (Marietta, GA) Cassie Hassel (Logan Metro, OH) Phyllis Pierce (Johnson City, TN) Laurie Chapman (Macon, GA) Brenda Elliott (Asheboro, NC) Julie Phillips (Huntsville, AL) Julie Phillips (Huntsville, AL) Pat Bennett (Marietta, GA) Pat Noland (Murfreesboro, TN) Brenda Jones (Marietta, GA) Diana Hawkins (Greenville, SC) Ben Jones (Butler Metro, OH) LIAISON Larry Thompson (Marietta, GA) Evelyn Campbell/Louise Kidd (Jonesboro, GA) Gaither Blackwelder (N. Charleston, SC) Roger Naylor (Raleigh, NC) Terry Cunningham (Macon, GA) Ron Weaver (Butler Metro, OH) Charlie Miller (Asheboro, NC) NOMINATING John Carroll (Lafollette, TN) Barbara Flannery (Kingsport, TN) Ron Butts (Raleigh, NC) Larry Thompson (Marietta, GA) Paul Moyers (Cumberland, MD) PROGRAM DESIGN John Earley (Columbia, SC) Cheryl Mcvey (N. Charleston, SC) Ruth Cromer (Florence, SC) Mark Dromgoole (Portland, ME) Brenda Jones Marietta, GA) Ron Butts (Raleigh, NC) Keith Gunter (Durham, NC) Freddie Yarborough (Fayetteville, NC) Mary Rich (Asheboro, NC) Note: If you were not at the meeting but are interested in serving on a committee, please contact the chairperson or Pat Bennett. We can use your input.