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11/15/2016 MINUTESHOUSING AUTHORITY OF THE CITY OF PARIS REGULAR MEETING BOARD OF COMMISSIONERS MEETING 100 GEORGE WRIGHT HOMES MINUTES OF NOVEMBER 15, 2016 Present at the Meeting: Gary Savage — Chairman of the Board of Commissioners TK Haynes —Vice Chairman of the Board of Commissioners Brenda Cherry — Commissioner of the Board of Commissioners Dewayne Dangerfield — Commissioner of the Board of Commissioners Sally Ruthart — Executive Director /PHA Patricia Pridemore —Program Manager /PHA Kim Snow — Inspector /PHA Kelly Crawford — Social Service Coordinator /PHA Sharon Reynerson — Guest — Lone Star Legal Aid Attorney Brent Higgins — Guest — Lone Star Legal Aid Assistant 1. Meeting called to order at 12:39 pm on Tuesday, November 15, 2016 by Chairman of the Board of Commissioners, Gary Savage. 2. Having four Board members present, a quorum, Mr. Savage thanked and welcomed everyone to the meeting. 3. Citizen's Forum opened. No one chose to speak. Citizen's Forum closed. 4. Minutes from the September 20, 2016 meeting— Minutes were approved with a motion made by Dewayne Dangerfield and seconded by TK Haynes. Passed 4 -0. 5. UNFINISHED BUSINESS: None. 6. NEW BUSINESS: A. Presentation by Sally Ruthart, Executive Director, on status of or items to act upon: d. Moved this item to top due to the fact that Mark Meltnicenko from Abacus was waiting by the phone for our call to answer any questions that we may have regarding the mold testing on units 403, 404, 413, and 414 George Wright Homes. 413 GWH, Ms. Hawkins was moved on Friday after we received the report on Tuesday. The report stated that there was a possible mold source at that unit. The PHA plans to gut the entire unit and treat the interior studs and floors, duct work, remove cabinets, and treat the entire unit. Ms. Cherry had questions for Mark so we called him on the phone. Ms. Cherry stated that unit 413 was tested by Abacus back in 2010 and it was found to have toxic mold. She asked if the toxic mold just goes away by itself. Mark stated no. Mark also stated that we tested it last month and found that it has been painted but it is still there. Ms. Cherry asked if it was still toxic. Mark stated that it is not at a toxic level but it is something that you want to address, relocate the tenant and clean the unit up. Mr. Ruthart explained that we had already relocated her and are going to completely gut the unit. Ms. Cherry stated that she didn't understand that if it was toxic before does it just go away. Mark explained that it was painted over. Mark also answered Ms. Cherry's question and said that it does not go away, it keeps growing. Ms. Ruthart asked Mark if paint seals it. Mark stated that yes it does, but it can come back. Mark explained that this time there was no visible mold. Ms. Cherry asked him if he used any machines to test this unit. Mark explained that he did use machines that test air quality and surface mold. He also told Ms. Cherry that he was the inspector from the 2010 mold test and that the mold was visible at the 2010 inspection but it was not visible at this latest inspection, but there was an elevated level in the air samples. No other questions for Mark, Ms. Ruthart explained to Mark that the PHA was going to go further than his recommendations (remove carpet and clean ductwork) and completely gut the unit, treat the interior studs and flooring, and clean ductwork. Mark stated that would be good as the unit was in disarray. And, if we wanted to retest the unit when all the work was done that he would be glad to come and retest. Ms. Ruthart agreed that retesting needed to be done and she would contact him. Ms. Ruthart thanked Mark for his time and the call was disconnected. Mr. Savage asked if we were talking about ripping out the sheetrock. Ms. Ruthart explained that we are ripping out sheetrock, cabinets, tub, sinks, all of it. Mr. Savage stated that this should take care of what was painted over. Ms. Ruthart stated that hopefully it would take care of it. Mr. Haynes stated that surely the window sills were cleaned with bleach or some other chemical before they were painted. Ms. Ruthart stated that she did not know if that was done. Ms. Cherry stated that bleach would not take care of the mold. Mr. Haynes stated that it was in the report that it would take care of it. Ms. Cherry also asked about another tenant that was moved because of mold. Ms. Ruthart stated that yes Dr. Jones was moved from 107 and there was no mold found behind the sheetrock and hopefully this is what they find in 413. Ms. Cherry asked in the future what would be the procedure for tenants that find mold in their apartment. Ms. Ruthart stated that the PHA would probably call Mark and have the unit tested but if there is a lot of visible mold that the PHA would probably do the same as we did for Ms. Hawkins at 413 and just move them. Ms. Reynerson asked if she could say something and Ms. Ruthart told her she would have to get that approved from Mr. Savage. Mr. Savage allowed Ms. Reynerson to speak and she told the Board that the earlier report stated that the mold was caused by the single pane windows and the gas heat. She also stated that the report said that if the windows weren't changed that the mold would come back. Ms. Ruthart stated that there was nothing about that in this report. Ms. Cherry stated that she was going to bring a copy of the 2010 report so that everyone could see it and we could stop talking about the report that only she has a copy of. Mr. Savage asked her to email the report to him and Ms. Ruthart so that it could be distributed before the next meeting. Ms. Cherry stated that she would email it to Ms. Ruthart for distribution to the other Board Members. Ms. Ruthart asked for more questions or suggestions from the Board as she is welcoming any help with this problem. Ms. Cherry asked that this be put on the next agenda after everyone has had a chance to look at the 2010 report from 413 GWH. Board agreed to add it to the next agenda. a. Occupancy report — report shows 8 vacancies but it is actually about 12 due to the opening of the Section 8 waiting list due to the fact that if you live in Public Housing, according to our A &O policy, you are adequately housed and do not qualify for Section 8. The Section 8 Waiting List will be opening on Wednesday, November 16th at 8 am. Flyers were put in the newspaper, website, doors, and all over town. 284 currently on the Section 8 program with 15 out looking. Our Section 8 Voucher number is 293. Constant effort to keep the numbers up. Ms. Cherry stated that the numbers at Booker T Washington looks like the PHA is segregating. Ms. Cherry stated that since Booker T is the most undesirable of all the housing authority she doesn't understand why it is more black people than any other site or on Section 8. Ms. Ruthart stated that the PHA cannot control who applies for Section 8 and that the applications /waiting list are time and date of application. Ms. Cherry states that when you look at the numbers at Booker T that it looks like segregation. Ms. Cherry states that she doesn't know why but that it looks like that. Mr. Savage agreed that the charts would make you come to that conclusion. b. New recording equipment purchased. A copy of the meetings can be given to you if you bring a zip drive, a recording of the meeting can be transferred to your zip drive now. c. Financial — MD &A attached in Board member packets. Much easier to read and gives more details of financial status. Section 8 waiting list will open on Wednesday, November 16. Kim Snow and Sally Ruthart will be at the PHA office at 4 am to hand out numbered cards to keep everyone from congregating. This has worked well in the past. Energy Audit — is being performed as we speak. Energy audits are not due but every 5 years and the PHA's is due in 2017. This is a report to make things more energy efficient for the tenants. e. Admission & Occupancy Policy and Administrative Policy to be amended. Some changes are mandatory per HUD and some are optional. The PHA is thinking about adding preferences for Veterans and Kids aging out of Foster Care. The PHA is also planning on adding a fee for landlords who tell us a unit is ready and it is not near ready. EID will change from 48 months to 24 months. URP's will be paid quarterly instead of monthly if they are under 10 dollars per month. Biennial HQS inspections are possible. 120% of FMR for handicap accessible units. HQS units must have central heat and air systems. The deduction for elderly and disabled family's deduction will increase to 525 from 480. Medical deductions percentage will increase to 10% of income. Fixed income families can be recertified every 2 or 3 years. New student definition.Grievance procedure selecting a hearing officer. Community Self certification requirement. B. Ms. Cassandra Hearn was absent from the meeting. This will be added to the agenda for next months meeting. 7. No resolutions. 8. Board Questions: Ms. Cherry asked about the Resident Council how they are appointed. Kelly Crawford answered her questions stating that they are nominated by other residents. There is a constant problem of getting residents to be on the Council. They think it is a big problem however, it is actually an honor. Ms. Cherry suggested that forms be sent out to all residents and Ms. Crawford agreed that it is a good idea and she will do that. Ms.Cherry asked how many are on the committee. Ms. Crawford stated that they currently have four but need five. 9. No further business or questions, a motion for adjournment was made by Ms. Cherry and seconded by Dewayne Dangerfield. Motion passed 4 -0. Meeting was adjourned at 1:37 pm. APPROVED THIS DAY OF , 2016, T K Haynes, - Vice Chairman Sally Ruthart, Secretary