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03-E PHA Board (02/21/02)HOUSING AUTHORITY OF THE CITY OF PARIS BOARD OF COMMISSIONERS MEETING Thursday, February 21, 2002 12:00 p.m. Chairman Curtis Fendley called the meeting to order at 12:00 p.m. with the following Board members present: Curtis Fendley, Rick Poston, Jeff Hoog, , and Syble Bills. Also attending was Acting Executive Director Denny Head, Legal Council T.K. Haynes and TARC representative Amoes Sheppard. Agenda Item 2. Receipt of the monthly financial report. Acting Executive Director Denny Head, presented the financial report to the board. Denny explained that the financial report from Miller & Associate was not accurate due to them using our old budget. In addition, the financial report that was given to the Executive Director was for only five months leaving financials two months behind. Alternative fee accounts services other than Miller & Associates were discussed. Agenda Item 3-A. Approving Contract for Architectural Services. Executive Director Denny Head presented Architectural Services proposal from Cameron Architectural Services from Ft. Worth. He also indicated the Housing Authority had used this firm in the past, their services Were excellent, and recommended the Board accept the proposal. Motion was made by Jeff Hogg to accept the proposal, and seconded by Rick Poston. The vote was unanimous to accept as presented. Agenda Item 3-B. Approving the Memorandum of Agreement with the Memphis Troubled Agency Recovery Team. Denny Head, Acting Executive Director, presented the revised memorandum agreement to the board for approval. Rick Poston had several questions concerning the time tables, required for responses. These were discussed by the board and the board was in agreement that the time tables were within reason and the Acting Director concurred. Rick Poston made the motion that the board approve and sign the MOA as presented. Jeff Hoog seconded this motion. The Board then voted unanimously to execute the MOA effective March 1, 2002. Agenda Item 3-C. Adopting the revised Pet Policy. Denny Head Acting Executive Director presented the revised Pet Policy and explained why the changes were necessary from the prior policy. The representative from TARC indicated that the PHA could choose not to allow pets in their policy. Mr. Head indicated he felt that this was incorrect and that the Code of Federal Regulations issued in January 2001 required the Housing Authority to allow for pets. It was decided to table at this time and Mr. Head would verify at the next meeting that a pet policy allowing pets was required per CFR. A vote was taken to table the item and it was tabled until the next meeting. Agenda Item 4-A. Vacancies and Agenda Item 4-B. Offers of Public Housing, Mod Rehab, Section 8. Denny Head explained the process of time consumption that is involved in the acceptance of offers made to the applicants. In addition, Denny gave a breakdown of each site and the process of how offers are made. He explained that regulations require us to hold a unit available to the person whom that unit was offered for a period of 10 working days. Sometimes this encompasses weekends and can be as long as 14 days before an applicant has to respond to our offer. T.K. Haynes explained the legal aspect of tenants who owe money to the PHA and their rights. Denny discussed the problem of tenants that have in the past been a tenant with the PHA and left owing money. The discussion of acceptance into our program based on their past credit history with our agency. The question of whether it is beneficial to the PHA to accept these applicants back on our program with a bad credit history with our agency because of our vacancy problem, providing they pay for past debts to the authority. Agenda Item 4-C. ETHA Meeting February 28`h in Tyler. Acting Executive Director Denny Head informed the board that he and Sally Gibson Administrative Assistant would be attending the ETHA meeting in Tyler. All housing authorities in East Texas were encouraged to attend by the Young Implementation Office. The major item for discussion at this meeting would be the CISN29 requirements for the Young office. Agenda Item 4-D. 5 Year Plan. The Housing Authority is already working on the five-year plan. It is due by the end of Apri12002 and requires resident involvement, community involvement, and a 45-day comment period before presenting to the board for approval and transmitting to HUD. Agenda Item 4-E. 2003 Budget. The Housing Authority is currently in the process of compiling information for the 2003 operating budget, even though the 2002 still has not been approved. This is to keep the Authority current and prevent us from falling behind on these requirements. Agenda Item 4-F CISN 29. It was explained to the board that this requirement imposed on the authorities by the Young Office at HUD required the PHA to commit approximately 169 man hours putting this system in place solely for the benefit and usage by the Young office. And at this date Sally Gibson the Administrative Assistant had completed and verified all information in the system while completing all her other duties in a timely manner. Curtis Fendley asked for further business and their being none asked for a motion to close the meeting. Motion made by Jeff Hoog and seconded by Syble Bills. The meeting was adjourned at 1:20 p.m. APPROVED this 21ST day ofMarch, 2002. ATTEST: Denny R. Head, Secretary Typed: March 4, 2002; 3:39 p.m.