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09-19-2017 MinutesHOUSING AUTHORITY OF THE CITY OF PARIS REGULAR MEETING BOARD OF COMMISSIONERS MEETING MINUTES OF September 19, 2017 Present at the Meeting: Gary Savage — Chairman of the Board of Commissioners TK Haynes — Vice Chairman of the Board of Commissioners Dewayne Dangerfield — Commissioner of the Board of Commissioners Brenda Cherry - Commissioner of the Board of Commissioners Deanna Nickerson - Commissioner of the Board of Commissioners Sally Ruthart — Executive Director Kim Snow — PHA Inspector Kelly Crawford - PHA Social Service Coordinator 1. Meeting Called to order at 12:36 pm on Tuesday, September 19, 2017 by Chairman of the Board of Commissioners, Gary Savage. 2. Having all five Board Members present, a quorum, Mr. Savage thanked and welcomed everyone to the meeting. 3. Citizens' Forum Opened - No one at the meeting to speak. Forum closed. 4. Minutes from the August 15, 2017 Minutes were approved with a motion made by Mr. Haynes and seconded by Mr. Dangerfield. Passed 4-0. 5. UNFINISHED BUSINESS: a. Raccoon problem @ George Wright Homes - Pest Control was called by the PHA and they notified the PHA that all the traps were being used now, but they would let us know when they had one available. b. PH Flat rent letter to the Director of HUD - Mrs. Ruthart explained that she wanted to give HUD -Ft. Worth an opportunity to lower the PHA's flat rents before a letter was sent to Washington, DC. PHA has had no response from HUD Ft. Worth. Board directed Mrs. Ruthart to send letter to Washington DC. c. Commissioner Cherry - Complained that Abacus did not do an adequate job and did not test the mold in the 3`d bedroom of unit 406 George Wright Homes. Mrs. Ruthart explained that she could not control what and where they saw to test. Ms. Nickerson asked if the problem has been corrected and Mrs. Ruthart said yes that he was moved. Ms. Nickerson asked why are we still discussing this. Mr. Savage asked if someone was living in it now. Mrs. Ruthart explained that new tenants have moved in. Further discussion was had. Mr. Savage stated that it was not feasible to call Abacus every time the PHA fords a mold/mildew type substance. Ms. Cherry stated that the PHA is not treating the mold/mildew correctly or at all. Ms. Snow told the Board that the PHA is doing the treatment according to HUD standards. Mr. Savage stated that any inhabitant of a home, whether you rent or own, there are things that have to be done by the inhabitant for the upkeep of the unit. Mrs. Ruthart read parts of the Lease about Tenant Responsibilities regarding tenant reporting repairs needed including mold. Ms. Cherry repeated that Mrs. Ruthart lied on a report stating that repairs were never done. Mrs. Ruthart explained to and showed the Board the receipts for the total shower replacement in the bathroom @ 406 GWH in 2015. Ms. Nickerson had to leave the meeting @ 1:20 pm. There was further discussion regarding roaches. 6. NEW BUSINESS: A.a. Occupancy Report — Section 8 are at 100% with 293 vouchers being utilized. 19 vacancies in Public Housing and 9 are in make ready status. b. Financial Report — presented bank statements and charts from the accountant for PH and Section 8. REAC inspection is supposed to be done November 0 and 2" d Ms. Cherry asked about credit card statements for the past 5 years and then changed it to since Mrs. Ruthart has been the Director. c. Audit for FYE 6/30/2017 was done last week which is not due until March 31, 2018. d. Payment in Lieu of Taxes (PILOT) - A PILOT is a proration of when the PHA dwelling rents exceed the utilizes paid by the PHA. The Fee accountant asked for a copy of the the Waiver of PILOT. Mrs. Ruthart checked with the City and the City advised Mrs. Ruthart that there was no waiver_ The City stated that they got tired of sending letters to the PHA requesting the PILOT. The Fee accountant calculated the PILOT which showed that the PHA owed a PILOT only from 2014 thru 2016 ($19,244.34) which was paid to the City. The 2017 PILOT ($16,000) will be paid by June 30, 2018. A PILOT has not been paid since Mrs. Ruthart was hired in 1997. PHA thought there was a waiver of PILOT. Mr. Anderson at the City stated that there was no waiver and one would not be granted. e. Resident Council Memorandum of Understanding and presented a check to the Resident Council which was $10 per occupied unit ($2240). B.a. Ms. Cherry requested to be on the Agenda to talk about Board Responsibilities possibly not being carried out. Ms. Cherry claimed that all Board Members are not making the decisions for the Board, but that Mr_ Savage is making all the decisions. Ms. Cherry brought up employees treating tenants unfairly and no decision being made. Ms. Cherry brought up employees taking PHA cars home. Ms. Cherry stated that it was not policy (PHA or HUD). Ms. Cherry stated that employees use these vehicles for their own personal use on the weekends, etc. Ms. Cherry said the Board needs to have more oversight on Mrs. Ruthart and the PHA and waste of funds - vehicles and credit cards. Mrs. Ruthart stated that waste is having to go back and copy 2 and %Z years of credit card statements for Ms. Cherry's pleasure without Ms. Cherry having to fill out an Open Records Request and paying for the time/copies. Mr. Savage stated he did not want copies of the credit card statements and asked Mr. Haynes and Mr. Dangerfield if they wanted these items; they both replied that they did not want copies. Ms. Cherry said she would request the items by the Open Records Act. Ms. Cherry made a motion to have oversight of the credit cards. Mr. Savage advised Ms. Cherry that this was still a discussion. Mr. Savage addressed Ms. Cherry's statements made in this discussion. Mr. Savage stated that he is not making all the decisions and always asks other members for any discussion on things. Mr. Savage stated that he very seldom votes unless it is for adjournment. He also stated that he asked Ms. Cherry for specifics when being placed on 2 the agenda due to the fact that it is open ended and that is why it is discussion only. Mr. Savage explained that the Board is here to make policies and oversee the Director, but the Director is here for the day-to-day operation. Mr. Savage stated that the employees are not the Board's responsibility that is the Director's job. He went on to say that if the Board sees something wrong with the PHA that it is the Board's job to say something to the Director and give her direction. Ms. Cherry made a motion for the Board to keep track of the expenditures on the credit cards by seeing the credit card statements. Motion failed due to lack of a second. Ms. Cherry made another motion that the Board follow their own policy and that the on-call maintenance man be the only one to drive a car home and put logos on all the PHA cars. Ms. Snow explained that she does inspections after hours to accommodate the tenants that work. During the flooding at Paris Retirement Village, she went to the location multiple times to check on the tenants and to move tenants from hotels and back to their homes on her own time. Ms. Cherry explained that these are federal laws that need to be followed. Mrs. Ruthart asked Ms. Cherry about the recording from Ms. Tiffany Cherry regarding the incident at the front office. Ms. Cherry said that Ms. Tiffany Cherry was not willing to turn over her recording. Mrs. Ruthart explained that she was waiting on that recording to complete her investigation. Ms. Cherry and Mr. Savage discussed Robert's Rules of Order. Mrs. Crawford left at 2:00 pm. More discussion was held about mold. 7. RESOLUTIONS: 2017-002. FMR's Motion to approve made by Mr. Haynes and seconded by Mr. Savage, passed 4-0. 2017-003. Disposition of Refrigerators and Stoves Motion to approve made by Mr. Haynes and seconded by Mr. Dangerfield, passed 4-0. 8. No further business or questions, a motion for adjournment was made by Mr. Dangerfield and seconded by Mr. Savage. Motion passed 4-0. The meeting was adjourned at 2:15 pm. APPROVED THIS f ` tay of &tZY'-ki,- , 2017. G avage an jj,� 4�� S ly Ruthart, Secretary