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10/20/2015 MINUTESHOUSING AUTHORITY OF THE CITY OF PARIS REGULAR MEETING BOARD OF COMMISSIONERS MEETING 100 GEORGE WRIGHT HOMES MINUTES OF October 20, 2015 Present at the Meeting: Gary Savage — Chairman of the Board of Commissioners Dewayne Dangerfield — Commissioner of the Board of Commissioners Brenda Cherry — Vice Chairman of the Board of Commissioners Rachel Braswell - Commissioner of the Board of Commissioners Sally Ruthart — Executive Director Elizabeth Brooks — Finance Manager 1. Meeting Called to order at 12:35 pm on Tuesday, October 20, 2015 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. Citizens' Forum Opened — No comments — Citizens' Forum closed. 4. Minutes from the September 15, 2015 Meeting stood as read with a comment from Ms. Cherry saying that she didn't think it was written like they were said. A copy of the meeting tape will be given to Ms. Cherry. Minutes stood as read with a Motion from Rachel Braswell and Seconded by Dewayne Dangerfield - Passed 4 -0. NEW BUSINESS: 5. Mrs. Ruthart reported on the following: Occupancy: a. Opening the Section 8 Waiting List 10/21/2015. b. Public Housing has 5 vacancies —1 offline due to major foundation problems and 4 units in make ready status. c. Waiting lists — 1 bedroom = 49 2 bedroom = 10 3 bedroom = 5 4 bedroom = 1 Ms. Cherry asked if the Section 8 Waiting List is the same as the Public Housing Waiting List. Mrs. Ruthart explained that they were two different Waiting Lists. Mr. Savage asked if someone applies at another housing authority and owes us money can they get in at the other housing authority. Mrs. Ruthart explained that we don't allow them in our PHA until they have cleared the debt with the other housing authority. Financial: PH Account: $723,610.19 Sec 8 Acct: $405,428.35 PHA Website was completed and is up and running - www.paristxha.com. Ms. Cherry asked if Meeting Agendas/Notices will be placed on the website. Mrs. Ruthart agreed that would be a good idea and will do that in the future. Reminded all Board Members of November 6"' meeting for public comments on policy changes. Social Media Policy — Ms. Cherry asked if a lawyer was consulted for this policy. Mrs. Ruthart explained that she got it from the THA website. Ms. Cherry also stated that she noticed that Board Members were added to the Policy. Mrs. Ruthart explained that was a recommendation by an attorney. Ms. Cherry asked if the PHA hired an attorney. Mrs. Ruthart stated that No she didn't hire an attorney, that she talked to and emailed an attorney about this policy. Ms. Cherry stated that it was her understanding that you talked to an attorney about having me removed from the Board. Mr. Savage said no. Ms. Cherry asked that never happened. Mr. Savage said no. Ms. Cherry asked nobody talked to an attorney about having me removed from the Board. Mr. Savage stated no one talked to an attorney about having you removed from the Board. Ms. Cherry asked if there were discussions about having her removed from the Board. Mr. Savage stated that some people had objections to some of the comments on Ms. Cherry's website. Ms. Cherry stated which were comments that LD Ruthart made. Mr. Savage stated that he hadn't talked to LD. Ms. Cherry stated that she found it interesting that there's no big problem with the comments that LD Ruthart made, who is a housing authority government employee, no problem with that, but there is a problem with it being talked about. And she stated that she doesn't understand that. Mr. Savage stated that he thought that we all found what he put on that site offensive. Ms. Cherry stated that everyone was laughing and giggling, yes that's how it was. Mr. Savage stated no. Ms. Cherry said that to her it looks like there are private meetings being held outside the Board and that's not supposed to be. There's always supposed to be transparency. We are a Board and it's not like one Board Member has executive power. When there is a meeting to discuss, when I talked about you, I did it with the Board. I didn't go and try to have any secret meetings, and that's the way it's supposed to work. Housing Authority business is suppose to be done with all the Board Members present. Mr. Savage stated if you call up here and you talk to Sally you are going to explain your views or if you want to be placed on the agenda, you are going to explain it, same with me or Dewayne or Mrs. Braswell or whoever. Also, coming out of the last meeting, ya'll directed me and Sally to seek information about this policy. Ms. Cherry stated no, we did not talk about any authority; it would be in the minutes if we did. Mr. Savage, yes we did. Ms. Cherry stated we never talked about hiring an attorney because we would have talked about which attorney, how much he is going to be paid, and what's he being hired for. To me, to go and seek the assistance of an attorney it goes against the policy, Open Meetings Act. Mr. Savage stated we did talk about that; it might not have been the last meeting but the meeting before. Ms. Cherry stated we did not talk about going and hiring an attorney. Mrs. Ruthart stated we did not hire an attorney. Ms. Cherry stated we did not talk about getting the assistance of an attorney. One member cannot decide to hire an attorney. Mr. Savage said it wasn't my decision. We all talked about that, it was in open discussion. Ms. Cherry stated that she didn't hear it. I want the recording that has that on it then. Mr. 2 Savage said OK. Ms. Cherry stated that all those are supposed to be archived. I don't agree with that. And, from what I gathered this attorney, this discussion was about the website, the Paris Texas Chronicle and how can I get off the Board. As far as I can tell, ya'11 can go to the Mayor and put in a request and take it from there. Mr. Savage stated that never happened. Ms. Cherry stated well no, it never happened because there was a discussion and I don't know where it went from there but the discussion happened. Did it not? Mr. Savage asked removing you from the Board? Ms. Braswell and Mr. Dangerfield stated they didn't remember that. Ms. Cherry told them they weren't included. Ms. Cherry stated yes. Mr. Savage stated there was no discussion about removing you. There was a discussion of the process of removing a Commissioner. Ms. Cherry stated OK, come on now. Let's be honest if anything. There's no reason not to be honest about something. If you believe in something, you stand behind it no matter who's around. When I say something, I stand behind it, I don't care who's here or who's around. If I say something, I stand behind it because I believe in what I say. Mr. Savage asked so what do we need to do here? Ms. Cherry stated a transparency and follow the Open Meetings Act not have meetings outside the Board. Mrs. Ruthart asked so I can't contact a lawyer about policy? Ms. Cherry stated you contacted the lawyer about the Paris Texas Chronicle, can that be used to remove me from the Board. Mrs. Ruthart stated I contacted the lawyer about the Social Media Policy. Ms. Cherry stated that the Social Media Policy you got is off the internet. Ms. Ruthart stated it's off the Texas Housing Association website. Ms. Cherry stated it's off the internet; I have a copy of one off the internet. You just added commissioners. I don't think you can include the commissioners in the Personnel Policy. Mrs. Ruthart stated it's not a Personnel Policy; it's a Social Media Policy. Ms. Cherry stated it's a Social Media Policy from, all you did was use, and this is from a Personnel Policy handbook, what you did was just added commissioners to the employees. That's all you did. Mrs. Ruthart stated yes, I did. Ms. Cherry stated I don't think you can because you wouldn't be able to terminate a Board Member. Mrs. Ruthart stated I can't terminate a Board Member. I'm just putting this out here because we all discussed it and talked about Social Media Policy. Mr. Savage stated I agree that we need a Social Media policy and 1 agree that Commissioners should not be included in this. Because there is already things out there that I pulled up that Commissioners are bound to. I think the discussion was the Social Media Policy for the employees, because they are the only ones that can be disciplined by you. Mrs. Ruthart stated OK, I'll take it off. Do you want me to wait til the next Board meeting to bring it back or do you want me to go ahead and post it? Mr. Savage asked is there anything else on here that needed to be added that anybody saw. Board suggested that commissioners be removed from the policy before posted. Board approved posting of Policy. Motion was made by Rachel Braswell and seconded by Brenda Cherry. Passed 4 -0. Changes to Community Service Policy due to HUD changes adding the SNAP (Food Stamp Program) members as exempt from PIH Notice 2015 -12. Motion made to post change of policy by Rachel Braswell and seconded by Dewayne Dangerfield. Passed 4 -0. PHAS Score for FY 2015 is 84 — Standard Performer. Score came down 2 points from last year due to vacancies. Move out photos of recent vacancy was given to Board Members to let them know what our maintenance department has to go through. RESOLUTIONS: 2015 -004 Contract for Security Cameras for Booker T Washington Complex. Motion by Rachel Braswell and seconded by Dewayne Dangerfield. Passed 4 -0. Board Questions or comments: Mrs. Braswell asked if there is a housing authority in Blossom. Mrs. Ruthart told her yes there was and they have 20 units located on Division Street. Ms. Cherry asked if we were going to have a discussion about the mold anytime soon. Mrs. Ruthart asked Ms. Cherry what units have mold. Mr. Savage suggested sending out letters to all tenants asking them if they have mold. Ms. Cherry said she would go to every door and ask them if they have a problem with mold and that we are trying to get rid of it. Ms. Cherry said she would report back. Mrs. Ruthart said she would send out a mass letter to everyone. Mr. Savage suggested having a report about the mold at the next board meeting. Ms. Braswell asked when the next Board meeting was and Mr. Savage told her November 17th. No further business or questions, a motion for adjournment from Dewayne Dangerfield and seconded by Rachel Braswell. Motion passed 4 -0. The meeting was adjourned at 1:12 pm. APPROVED THIS day of 52015 Sally Ruthart, Secretary Gary Savage, Chairman