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12/22/2015 MINUTESHOUSING AUTHORITY OF THE CITY OF PARIS REGULAR MEETING BOARD OF COMMISSIONERS MEETING 100 GEORGE WRIGHT HOMES MINUTES OF December 22, 2015 Present at the Meeting: Gary Savage — Chairman of the Board of Commissioners Dewayne Dangerfield — Commissioner of the Board of Commissioners Cassandra Hearn — Chairman of the Board of Commissioners Sally Ruthart — Executive Director 1. Meeting Called to order at 12:39 pm on Tuesday, December 22, 2015 by Chairman of the Board of Commissioners, Gary Savage. 2. Having three Board Members present, a quorum, Mr. Savage thanked and welcomed everyone to the meeting. 3. Citizens' Forum Opened — No comments — Citizens' Forum closed. 4. Minutes from the November 17, 2015 were approved with a motion made by Dewayne Dangerfield and seconded by Cassandra Hearn. Passed 3 -0 5. UNFINISHED BUSINESS: a. Minutes from the October 20, 2015 Meeting that were tabled in the November 17, 2015 Meeting were revised and passed with a motion from Dewayne Dangerfield and seconded by Cassandra Hearn. Passed 3 -0 - After a discussion about Ms. Hearn's questions regarding the attorney. Ms. Hearn asked why we needed an attorney. Ms. Ruthart explained that Ms. Cherry asked if we had contacted an attorney to have her removed from the Board. And she was told that we did not. Ms. Hearn asked if it had something to do with a revision. Ms. Ruthart told her that she contacted an attorney about a Social Media Policy. Ms. Hearn asked if we talked to the attorney to advise the Board and Ms. Ruthart said yes. Mr. Savage told Ms. Hearn that the Board in a past meeting had given Ms. Ruthart the authority to talk to an attorney regarding some issues that were cloudy to us. Mr. Savage told Ms. Hearn that Ms. Cherry also stated that he shouldn't be talking to Ms. Ruthart outside a meeting. Mr. Savage explained that any Board member can talk to Ms. Ruthart as long as it is not a quorum outside of a called meeting. Mr. Savage stated that there was a little confusion there, but that we talked to an attorney about the policy. Ms. Hearn stated that in the policy and procedure you don't need an attorney to remove a board member that the board can agree to remove a board member. Ms. Hearn said ok that she was just concerned why we needed an attorney. b. The Mold Report from Brenda Cherry was tabled until the next meeting due to Ms. Cherry's absence. 6. NEW BUSINESS: a. Occupancy Report was given by Sally Ruthart. 7 vacancies — 2 (107 GWH - mold & 317 GWH — foundation) are in major repair which are almost completed and the remaining 5 have been offered. New employees are working out great. Everyone is working together well. All of the 3 new Maintenance Men have taken call and have done well. Make readies are being done quickly. Waiting Lists and Demographic reports are attached in the Board Member packets. We have completed putting everyone in the system on the Section 8 waiting list and there are 104 applicants. Mr. Savage asked if anyone had looked at the state or national averages on the Demographic Reports and wondering how we hold up compared to theirs. Ms. Ruthart stated that she had not ever looked at that, but would look that up. Mr. Savage stated that he thought that's why Ms. Cherry was asking for these Demographics and that's what she wanted to see and to compare with the state on average. Ms. Ruthart stated that she would check that out for the next meeting. b. Ms. Ruthart reported on the finances. In November, PHA stayed under budget in everything except Non - routine Maintenance which is mainly maintenance that is paid for out of the CFP. (i.e. — such as plumbing leaks, etc.) Section 8 Utilization report — utilizing 101 % of funding which includes HUD held reserves when we go over monthly funding on HAP costs. Still trying to get to 293 vouchers. We are currently at 96 %. Holding steady on the bank statements. c. Lock box was installed and 3 tenants have actually used it. It saved 2 of them a late fee. That was an excellent idea from Ms. Cherry. It only cost the PHA about $40. 7. RESOLUTIONS: 2015 -009. Community Service Policy (SNAP Change) — Motion made by Ms. Hearn and seconded by Mr. Dangerfield. Passed 3 -0. 2015 -010. Social Media Policy — Motion made by Ms. Hearn and seconded by Dewayne Dangerfield. Passed 3 -0. ** 2015 -011. Policy on Safeguarding Personally Identifiable Information (PII) — Motion made by Ms. Hearn and seconded by Dewayne Dangerfield. Passed 3 -0. 2015 -012. Fair Market Rents and Payment Standards. Motion made by Ms. Hearn and seconded by Mr. Dangerfield. Passed 3 -0. 2015 -013. Disposition of non repairable appliances — Motion made by Ms. Hearn and seconded by Mr. Dangerfield. Passed 3 -0. 8. Board Questions or comments: **I looked on our mission and what our jobs areas a board and we went through that training and she told us what our jobs were because a lot of things that flow through here are not pertaining to the board and to me that is a waste of time. It makes me feel like we need to do things for these people out here. People have to be on a certain agenda and our agenda is for the PHA not what's going on out there. And if people are having a problem with their housing they need to address you (Ms. Ruthart) and let you take care of the situation. Then if you don't, that's when they need to have something in black and white. When they call and say hey this person ain't doing this, then this person come before the Board, no. It needs to be a certain way that's handled. Go through you (Ms. Ruthart) first, because, I don't know your job, then if it's not taken care of, let it be a chain of command. Don't just go straight to the board, K because we're not here for that. Mr. Dangerfield explained that's why we put the work order system in so that anytime you call in a work order; you get a work order number. And, if that work order hasn't been done, then she (Ms. Ruthart) can do something about it. Mr. Savage stated that in the last two meetings, exactly what you said came up, our job. I have that same statement that you have, I looked it up and that's one of the points I was trying to make. I was trying to say that we have a certain job. Ms. Hearn stated that shouldn't come straight to the Board. We just need to eliminate a lot of riff raff. Because you're not really doing nothing when you keep snatching flies — like the old folks say. I'm glad this is getting better. I'm tired of worrying about this, so I'm glad. 9. No further business or questions, a motion for adjournment from Dewayne Dangerfield and seconded by Cassandra Hearn. Motion passed 3 -0. The meeting was adjourned at 1:10 pm. APPROVED THIS day of , 2016. Sally Ruthart, Secretary Gary Savage, Chairman 3