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HOUSING AUTHORITY OF THE CITY OF PARIS BOARD OF COMMISSIONERS MEETING 100 GEORGE WRIGHT HOMES Thursday, August 15, 2002 12:00 p.m. Vice Chairman Jeff Hoog called the meeting to order at 12:05 p.m. with the following Board members present: Zeph Gibson, and Lillian Brooks. Also attending was Executive Director Denny Head, Legal Council T.K. Haynes. Item 4- Processing of Section 8 Housing Assistance Payments. Executive Director Denny Head presented the Executive Report to the Board of Director's. Denny explained the Section 8 reimbursement process and that Section 8 had at this point not reimbursed the Paris Housing account back which totaled the amount of $48,000.00. This was due to the incorrect information furnished to us by HUD which indicated we had 235 vouchers and what a poor job the PHA had done in the past, and that we were only 79% leased up. When in fact we only had 181 vouchers and were 104% leased up. The poor review and information from HUD prompted us to redouble our efforts and issue more vouchers. We now have 206 vouchers out and are only funded for 181. To support this additional increase in cost which is not funded by HUD we are using our administrative fee. We therefore have not been able to reimburse public housing for the operational cost of Section 8 due to lack of funds. HUD has informed us there were no additional vouchers available. That same week we discovered there was in excess of 8000 unused vouchers that could be applied for by the authorities. Denny Head has requested an additional 25 vouchers. At this point it is uncertain whether we will receive these vouchers. In the meantime no one at HUD will accept or claim responsibility for the incorrect information provided to us during the review. Currently we are not issuing anymore vouchers or assisting any needy families which have been on the waiting list in excess of one year until we reduce people housed through attrition and reduce our level to the funded amount of 181. We anticipate this process will take the balance of the fiscal year. Item S. Confirmatory review findsings (July). HUD has requested a board resolution verifying that the housing authority would process HAP checks on time each month. The time period allotted for processing HAP checks is by the 5 1 of each month. In the past all HAP checks have always been processed on or before the 5`h of each month. All HAP checks since the review conducted in June 2001 have been processed on time. The only month the Paris Housing Authority was one -day late processing checks was during the June review when 13 people from HUD had the entire staff occupied up for four days. However, HUD insists on a resolution requiring HAP payments be made by the 5 1 of each month. Therefore, the Board needs to pass and send them a copy of the resolution to resolve one of the review findings from the June review. Motion was made to pass the resolution by Zeph Gibson and seconded by Lillian Brooks and passed 3 -0. Executive Session was tabled due to the absence of Chairman Rick Poston and Kathleen Edge.